Administrative Assistant Intermediate

CATEGORY: Classified

TITLE: Administrative Assistant Intermediate

JOB DESCRIPTION:

Provide administrative office support to a program or department requiring confidentiality and maintenance of specialized databases.

QUALIFICATIONS:

• Education and/or experience equivalent to a High School Diploma or GED
• Associate’s Degree from an accredited college or university in Public Administration or related field preferred
• Two (2) years of progressively responsible secretarial administrative support experience preferably in a school setting
• State of Arizona Identity Verified (IVP) Fingerprint Clearance Card
• Some positions may require fluency in Spanish

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all duties and responsibilities performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES:

• Verify, maintain and update statistical information using the district management systems related to program, department or school.
• Compile data for reports and files; organize and gather information related to program, department or school.
• Prepare detailed and complex reports of a confidential nature; review data files and records for accuracy; correct errors or contact appropriate personnel for missing information.
• Retrieve and store files according to District, State and Federal regulations.
• Download, verify, and revise data; prepare notices and forms related to program status.
• Welcome and direct visitors to appropriate areas and personnel.
• Type correspondence; process daily mail, maintain files, and create new files and records.
• Respond to inquiries electronically and address phone calls regarding problem solving.
• Process requisitions; maintain budgets.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

• Knowledge of federal, state and District rules, regulations, policies and procedures related to area of assignment
• Knowledge of complex computer applications
• Knowledge of file maintenance/recordkeeping practices and procedures
• Knowledge of business writing/correspondence
• Knowledge of general office practices and procedures
• Knowledge of general office electronic and telecommunication systems
• Skill accurately and efficiently compiling, analyzing and interpreting complex reports
• Skill accurately entering, maintaining, updating and retrieving information from several databases, and using District applications for information
• Skill researching and gathering information of a confidential nature
• Skill utilizing verbal and written communication in the preparation of data, reports and correspondence
• Skill utilizing customer service techniques responding to requests, inquiries and complaints.
• Skill establishing priorities and handling multiple projects simultaneously
• Skill establishing and maintaining effective working relationships

WORKING CONDITIONS:

Fast paced general office environment may have extensive student and public contact

PHYSICAL EFFORT:

Repetitive motion and eye strain through extensive utilization of computer hardware and software

Mostly sedentary work

Frequent standing, stooping, bending and reaching

Occasionally lifting, pushing or pulling up to 25 lbs.

WORK YEAR: 12 months

GRADE: 48

REPORTS TO: Chief, Director or Assistant Director of Focus Area

EVALUATION: Classified Personnel Evaluation

SUPERVISES: N/A