Administrative Assistant

Administrative Assistant IThe Administrative Assistant I provides administrative support to the Executive Director and other department leadership staff. Duties include handling telephone calls and receiving and directing visitors. The incumbent liaises with other departments, staff, parents, and the community. He/she will act as the timekeeper for the entire department and work with the Executive Director to organize/coordinate designated aspects of the team. The individual must also be very organized and help to ensure that the department is responsive to the needs of the schools, staff members, senior leadership, and the community. The Administrative Assistant I will also communicate the direction of leadership work instruction and guidance to staff at various levels. The work performed by individuals in this job is confidential.Essential Duties:Answers phone, schedules appointments, and provides information regarding office district policies and proceduresScreens, responds to, and/or distributes mail as appropriateReceives phone calls and walk-in visitorsSchedules appointments and meetings to maintain supervisor's calendarAttends meetings to provide or obtain informationObtains, compiles, organizes, and prepares information and data for various reports, meetings/board agendas, ensuring information packages are complete and meet guidelines for submittalCoordinates special administrative projects as assigned to include assigning work, providing project information, giving guidance in support of project objectives, and preparing final reportsMay act as lead to other staff, ensuring smooth workflow and providing coverage of a position in the absence of an employeeAssists in interpreting policies, procedures, and processes and clarifies as appropriateMakes travel arrangements, including accommodations, rental cars, and airline reservationsReviews expense reports for completeness/submits for reimbursementRequired to have prompt, regular attendance in-person and be available to work on-site, in-person during regular business hours, and as neededPerforms other duties as assigned by an appropriate administrator or their representativeKnowledge, Skills & Abilities:Principles of office administration and systems, office technology, and work flow including filing systems, record keeping systems, business correspondence, and reporting formatsComputer operating techniques related to administrative and financial record keeping, databases, text processing, reporting, and presentationsEffective communication (written and oral)Proficiency with all Microsoft Products as well as ERP (Lawson or similar system), SharePoint and applicable HR information systems (i.e., can perform mail merges functions and implement formulas into spreadsheet), and effective problem-solving skillsLeadership and problem-solving skillsPlans and organizes work, schedules, and proceduresAble to carry on several simultaneous assignments, with close attention to schedules and deadlinesMeets deadlines and learns processes with little to no documentationWorks independently, with little direction, exercising good judgmentRead, interpret, explain, and follow rules, regulations, policies, and proceduresWorks independently and confidentiality with confidential, privileged, sensitive records, materials, and informationPerforms basic mathematics functions and maintains accurate financial and statistical recordsSpeaks tactfully and courteously in English with staff and the public and is sensitive to the cultural, developmental, religious, and ethnic diversity of students and communityMinimum Requirements:Education: High School Diploma or GED Required; Bachelor's degree preferredCertification/License: N/AWork Experience: 1 year of clerical experience with high competency in office software; Experience working in a fast-paced, urban K-12 school district, or comparable governmental/public sector work, (preferred); Experience with communicating through visuals and PowerPoint slides, (preferred)Compensation: Salary Grade: 118; Salary Range: Salary Schedules - Atlanta Public Schools; Work Year: AnnualPhysical Abilities and Working Conditions: The physical abilities, working conditions and other conditions of employment listed in this document are representative of, but are not intended to provide an exhaustive list of the requirements for positions in this classification. In the event of an emergency or situation requiring guidance from Federal, State, or local or school district authorities, the requirements of this position may change temporarily or for the school year to best serve the needs of our students.