Administrative Assistant - District - Assistant Superintendent (2721)

Purpose Statement

The job of Administrative Assistant - Assistant Superintendent is done for the purpose/s of providing a wide variety of complex secretarial and administrative support to assigned administrator; ensuring compliance of Department records with financial, legal and administrative requirements; monitoring assigned projects and/or program components; and providing a positive impact on the educational objective of the District.

This job reports to the Assistant Superintendent.

Essential Functions

• Compiles data from a variety of sources for the purpose of complying with financial, legal and/or administrative requirements.
• Composes documents (e.g. correspondence, bulletins, newsletters, Discipline Hearing packets, etc.) for the purpose of documenting events, providing and/or requesting information.
• Coordinates a variety of programs and/or activities (e.g. staff recognition, student celebrations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Maintains inventories of supplies and materials for the purpose of ensuring items' availability.
• Coordinates financial acquisition of supplies, resources, materials, or services (e.g. requisitions, purchase orders, quotes, etc.).
• Maintains documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Performs record keeping and general clerical functions (e.g. scheduling, copying, faxing, mailings, relaying messages, etc.) for the purpose of providing information and/or materials as needed.
• Prepares written materials (e.g. various surveys, food drive results, requisitions, correspondence, school newsletter proofreads, reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Provides on-site training and support (e.g. coverage, substitution, program modeling, etc.) for schools and Department.
• Processes documents and materials (e.g. incoming mail, correspondence, etc.) for the purpose of disseminating information to appropriate parties for action.
• Coordinates school site and Department connections and serves as a point of contact to address needs.
• Responds to inquiries from a variety of internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Communicates with various stakeholders (e.g. parents, guests, staff, etc.) to address needs.
• Supports assigned administrative personnel (e.g. Student Data, Finance, school office staff, etc.) for the purpose of providing assistance with their administrative functions.
• Supports the District's student management system for the purpose of assisting the schools' office staff in accurate data reporting.
• Executes a "Students and Staff First" mentality of support in all circumstances for customer service.

Other Functions

• Assists other personnel for the purpose of supporting them in the completion of their work activities.
• Performs other duties, as assigned, for the purpose of supporting the educational processes of the District.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment using pertinent software applications; preparing and maintaining accurate records; performing standard bookkeeping; and planning and managing projects.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; office methods and practices; and accounting/bookkeeping principles.

ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; communicating with diverse groups; meeting deadlines and schedules; working with frequent interruptions; working with detailed information/data; working as part of a team; and ability to read, write and communicate clearly in English.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.

Experience: Job related experience with increasing levels of responsibility is required.

Education: High School diploma or equivalent.

Requirements: Criminal Justice Fingerprint/Background Clearance.