ADMIN ASSISTANT SPECIAL EDUCATION

Administrative Assistant - Department/Program

Purpose Statement

The job of Administrative Assistant - Department/Program is done for the purpose/s of providing administrative support to assigned department, supervisor(s) and/or administrator(s); assisting with coordinating department activities; communicating information to internal and external parties; ensuring compliance with financial, legal and administrative requirements; and providing information and/or direction as may be requested.

Essential Functions

• Analyzes and/or coordinates budget data as assigned for the purpose of resolving budget variances and evaluating compliance with district and state requirements.
• Collaborates with various departments for the purpose of gathering and/or providing information to improve processes and programs.
• Communicates with a variety of individuals and entities for the purpose of coordinating activities, conveying and/or gathering information and resolving issues.
• Coordinates a wide variety of activities and events for the purpose of meeting department and district objectives.
• Greets all incoming persons for the purpose of responding to inquiries and/or directing their request to the appropriate personnel.
• Maintains a wide variety of manual and computerized records, files and databases for the purpose of documenting activities, providing reliable information, and complying with district, state and federal requirements.
• Monitors assigned department activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
• Participates and/or facilitates meetings, workshops and seminars for the purpose of conveying and/or gathering information, developing knowledge required to perform job functions and meet district objectives.
• Performs record keeping and office support duties for the purpose of meeting essential functions and enhancing the efficiency of the department.
• Prepares a variety of written and electronic materials for the purpose of documenting activities, making recommendations, providing written reference and/or conveying information.
• Processes a variety of information for the purpose of updating data, transmitting information and/or complying with district, state and federal requirements.
• Processes a variety of documents, forms, and materials for the purpose of completing transactions and/or disseminating information to appropriate parties.
• Researches a variety of topics for the purpose of providing information for addressing administrative requirements.
• Responds to inquiries from a variety of internal and external parties for the purpose of solving problems, providing information, facilitating communication among parties and/or providing direction.
• Supports assigned administrative and department personnel for the purpose of providing assistance with their administrative functions.

Other Functions

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements:  Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a need to occasionally 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; preparing and maintaining accurate records; using pertinent software applications; 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 solve practical problems.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; office and job related software; bookkeeping principles; business telephone etiquette.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: multi-tasking and prioritizing tasks; maintaining confidentiality; communicating with diverse groups; adapting to changing work priorities; meeting deadlines and schedules; working with detailed information/data; working as part of a team and establishing effective working relationships; developing and using self-developed office practices; adhering to district policies; and regular attendance except when taking approved leave.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; monitoring 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.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some climbing and balancing, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% 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.

Equivalency   

FLSA Status                                      Approval Date                         Salary Range

Non Exempt                                                                                           13

Salary : $19