Administrative Assistant-Teaching and Learning (181414)

12 month employment

JOB TITLE: ADMINISTRATIVE ASSISTANT/ADMINISTRATIVE SERVICES

TEACHING AND LEARNING

FLSA STATUS: NON-EXEMPT

GENERAL STATEMENT OF JOB

Under direct supervision, performs highly skilled and responsible secretarial and administrative work in support of a central office administrator/supervisor. Work typically involves answering the telephone, directing calls, and responding to basic information. The employee is responsible for performing routine clerical tasks in the processing of forms and records requiring the application of office procedures and departmental rules and regulations within established guidelines. The employee is also responsible for data manipulation through various computer-driven word processing, spreadsheet, and file maintenance programs. Reports to the appropriate level supervisor as designated by the district. In addition to the generic duties and responsibilities below, a list of more specific duties may be included according to the needs of the individual position.

DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• Serves as the personal and confidential secretary to the Assistant Superintendent for Teaching and Learning, EC, CTE, and Federal Programs directors and coordinators.
• Works closely with the Teaching and Learning department to complete projects as assigned by directors and the Assistant Superintendent for Teaching and Learning.
• Purchases materials and needs as directed by Teaching and Learning directors and/or Assistant Superintendent for Teaching and Learning.
• Receives telephone calls and visitors; gives out involved information regarding activities and programs; and refers calls or visitors to appropriate staff members.
• Screens all vendors and makes phone transfers to appropriate staff members.
• Procures travel orders and vouchers; assembles pertinent materials for supervisor's use; and coordinates and makes travel arrangements for supervisor, instructional staff members, and principals as assigned.
• Supports all areas within the Teaching and Learning department with daily operations.
• Assist with the management of CEU credentials for teacher licensure.

ADDITIONAL JOB FUNCTIONS

• Gathers, assembles, and summarizes data and information and puts it into usable form, including spreadsheets and databases.
• Prepares correspondence, materials, purchase orders, etc. for special projects and initiatives.
• Delivers materials and books related to instructional assistance and other sites/programs as designated by administration.
• Recommends improvements in workflow, procedures, and use of equipment and funds.
• Participates in the duties related to the administration of an office.
• Participates in reception area phone rotation for receptionist's breaks, lunch, and absences.
• Performs other related duties as assigned by the administrator/supervisor.

MINIMUM TRAINING AND EXPERIENCE

SPECIAL REQUIREMENTS

Graduation from high school with preference given to an Associate's degree in secretarial science, technology-related or office management, and five years of increasingly responsible secretarial experience in an educational setting; or an equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities required to perform the job functions.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Requires light physical work. Must be able to lift boxes up to ten pounds. Must be able to sit at a computer for extended periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics of data, people, or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form.

Language Ability: Requires the ability to read simple forms. Requires the ability to prepare time sheets and supply requisitions using a prescribed format.

Verbal Aptitude: Requires the ability to record and deliver information, explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to add, subtract, divide, and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate levels of stress.

Physical Communications: Requires the ability to talk, write, and hear.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to reason, make judgments, and maintain effective working relationships with others in exercising discretion and action in the performance of assigned work.
• Ability to utilize positive human relations skills with all staff, parents, and students in fulfilling requests for assistance as appropriate.
• Skills of keyboarding with accuracy at the speed necessary for the position.
• Skills in operating a computer with word processing and spreadsheet applications.
• Considerable knowledge of office practices and procedures.
• Ability to compile and summarize information.
• Ability to resolve problem situations with sound judgment.
• Considerable ability to communicate effectively both orally and in writing.
• Ability to demonstrate proper telephone etiquette.
• Ability to maintain confidentiality.
• Ability to exercise independent judgment and initiative in completing work assignments.
• Knowledge of report writing.
• Ability to compose correspondence independently.
• Ability to work in the absence of supervision.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.

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 to this job.