Administrative Assistant - Central Office

JOB TITLE: ADMINISTRATIVE ASSISTANT - CENTRAL OFFICE

FLSA Classification: Non-Exempt

Term of Employment: 12 Months

Position Available: Immediate

Salary: Pay Grade 59

Under general supervision, performs various administrative and technical functions involving public contact and office management duties as an assistant to a top-level administrator. Most actions are directed by the general policies and precedents of the system or by one's judgment.

Within the limits of the employee's assigned authority, the employee is expected to analyze and resolve problems independently. Work involves receiving and transcribing confidential correspondence, screening and independently handling various inquiries by telephone and in person and maintaining various records and files. The administrative assistant is responsible for explaining program policies and procedures and disseminating information to the public about the school system's operation. The employee is also responsible for managing data and providing specialized information. This position reports to the executive director of human capital.

SPECIFIC DUTIES AND RESPONSIBILITIES - ESSENTIAL JOB FUNCTIONS

• Makes appointments for supervisor and refers persons to other central office staff members as necessary.
• Writes, edits, prepares, or coordinates the preparation of correspondence, reports, charts, graphs, and other printed materials.
• Prepares agenda for administrative meetings; handles proceedings for planning major meetings; attends meetings, takes minutes or notes, and follows through on matters requiring correspondence.
• Screen and route materials according to the content of communications; routing duties require detailed knowledge of organizational operations and individual staff members' assignments and work status.
• Composes responses to incoming correspondence and composes letters and memorandums for the supervisor's review.
• Reviews and ensures the accuracy of outgoing correspondence, records, and reports. • Receives and responds to inquiries and/or directs inquiries to other departments. • Administers assigned special, recurring, or regular projects; completes reports as needed. • Files and retrieves materials based on full knowledge of organization and activities.

ADDITIONAL JOB FUNCTIONS

• Performs related work as required.

MINIMUM TRAINING AND EXPERIENCE

• Graduation from high school with at least three years of progressively responsible experience in secretarial or administrative work, including office management, with expertise in the operation of computer-driven word processing, spreadsheet, and file maintenance programs preferred.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS - Physical Requirements:

• Must be able to use various automated office equipment such as computers, copiers, typewriters, calculators, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Due to the amount of time spent standing or walking, physical requirements are consistent with those for Light Work.
• Interpersonal Communication: Requires the ability to speak or signal people to convey or exchange information. Includes receiving instructions, assignments, and directions from central office staff.
• Language Ability: Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc. Requires the ability to prepare correspondence, reports, forms, charts, etc., using a prescribed format.
• Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
• Verbal Aptitude: Requires the ability to record and deliver information, explain procedures, and follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.
• Numerical Aptitude: Requires the ability to utilize mathematical formulas, add and subtract, and utilize decimals and percentages.
• Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in office equipment.
• Manual Dexterity: Requires the ability to handle a variety of office machines, etc. Must have minimal levels of eye/hand/foot coordination.
• Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
• Physical Communication: Requires the ability to talk and hear.
• Must be able to communicate via telephone.

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of the operations and activities of the department. • Thorough knowledge of and ability to use grammar, vocabulary, spelling, and punctuation.
• Thorough knowledge of office practices and procedures.
• Considerable knowledge of common word processing, spreadsheet, and file maintenance programs.
• Considerable knowledge of the principles of organization and administration. General knowledge of computers and peripheral equipment.
• Skill to operate a computer.
• Ability to work independently with little guidance.
• Ability to maintain confidential information.
• Ability to interact and deal with the public in a professional manner.
• Ability to generate correspondence and reports independently.
• Ability to operate standard office machines.
• Ability to plan and prepare meeting agendas.
• Ability to sort and distribute documents.
• Ability to maintain complete and accurate records and to develop standard reports from those records.
• Ability to respond to questions based on considerable knowledge of the department. • Ability to understand and follow oral and written instructions.
• Ability to type accurately at a moderate rate of speed.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees for this job.