Administrative Assistant for Eligibility

Reports to: Chief Student Services Officer 

General Definition of Work: Performs difficult skilled administrative support work providing primary administrative support in a division or department, preparing and maintaining detailed and/or confidential records and files, assisting students, parents and associates, and related work as apparent or assigned. Work is performed under the moderate supervision of the assigned supervisor.

Essential Functions:

• Types general correspondence, memoranda, reports, schedules, spreadsheets, databases, grants, contracts, purchase orders and other materials from rough draft, copy, marginal notes or verbal instruction
• Serves as receptionist; answers telephone; provides information; takes messages or forwards to appropriate party
• Interviews visitors and refers to proper authority for disposition
• Responds to inquiries about programs, qualifications, procedures and policies
• Maintains appointment calendar; schedules appointments and meetings; compiles calendars into master calendars
• Prepares for and attends meetings; gathers components and accurately records information; prepares and disseminates meeting minutes
• Gathers and compiles detailed information for inclusion in special and/or complex reports; prepares reports in accordance with instructions
• Gathers and enters a variety of data into computer system; prepares a variety of complex and specialized reports; handles confidential data and other sensitive information
• Develops and maintains cross-referenced office files and a variety of other specialized records
• Sets up filing systems; sorts, indexes and files material alphabetically, numerically, geographically or by other predetermined classification; reviews files for completeness
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures
• Reviews and processes travel, field trip and tuition reimbursement requests
• Makes and disburses copies of various departmental documents; maintains filing system
• Maintains inventory of department supplies and equipment; assists with bid and purchase order process
• Operates standard office, data entry and word processing equipment; receives and processes incoming and outgoing mail

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting and speaking or hearing; frequently requires repetitive motions and occasionally requires standing and walking; work has standard vision requirements, vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Thorough knowledge of the organization and function of the department and of general administrative policies and practices; thorough knowledge of standard office practices, procedures, equipment and office support techniques; thorough knowledge of business English, spelling and arithmetic; ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence on routine matters and to perform office management details without referral to supervisor; ability to operate standard office and computer equipment including ability to operate specialized software; ability to establish and maintain effective working relationships with associates, students, parents and the general public. A high school diploma or high school equivalency certificate with course work in typing and accounting and considerable experience in administrative support, or equivalent combination of education and experience.

Contract Period: 12 months

FLSA Status: Non-Exempt

Amherst County Public Schools is an Equal Opportunity Employer