Classified Employee's Salary Range: A-31
 

APPLICATIONS WILL BE ACCEPTED ONLINE ON THE FOLLOWING DATES ONLY:
JULY 27, 2018 4:00 PM TO AUGUST 2, 21018 12:00 PM 
 

 

The IDEAL candidate for this position will demonstrate all or most of the following attributes:

• Ability to analyze and resolve complex administrative issues
• Experience working in a school environment
• Strong customer service orientation and the ability to diffuse conflict situations
• Excellent oral and written communication skills
• Experience using spreadsheet software applications (e.g., MS Excel)

 

BASIC FUNCTION:
Under general supervision, the Administrative Assistant provides administrative, secretarial and clerical support on behalf of designated managerial, supervisory or administrative positions; performs a variety of administrative, database, and support functions to relieve staff of administrative details; and performs other related work as necessary.

MINIMUM QUALIFICATIONS:
EDUCATION:
Graduation from high school or evidence of equivalent educational proficiency
 
EXPERIENCE:
Three or more years of varied administrative, secretarial and clerical support experience 

PREFERRED QUALIFICATIONS:
EDUCATION:
Associate's degree or any formal training in a subject matter requiring the use of word processing and spreadsheet applications programs and focusing on customer relations principles
 
EXPERIENCE:
At least one year of experience working in a school district or another capacity which required interfacing with the public, students, and a diverse staff
 
LICENSES AND OTHER REQUIREMENTS:
Administrative Professional Certification

Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential functions of the job.

JOB DUTIES:

• Compose, type and proofread agendas, reports and memos on behalf of managers, supervisors and administrators
• Maintain and update master calendar activities such as scheduling appointments, resolving conflicts in scheduling and organizing travel arrangements
• Create or edit existing office correspondence, newsletters, and other documents on behalf of the department or District
• Track budgetary expenditures for a number of different accounts
• Research vendor and purchasing information and administer petty cash funds
• Compile and distribute special mailing and promotional materials
• Prepare, review and approve school, division or departmental payroll reports and distributes payroll checks
• Administer, assign and complete work orders, facility service, and technology support requests
• Take minutes and other records for assigned boards and committees and prepare and distribute agendas
• Explain procedures and provide work direction to classified office support personnel
• Research work practices and office procedures and participate in surveys sponsored by the District or other organizations
• Compile and maintain word processing and spreadsheet information used in school, division or department databases and reports; organize and maintain related office filing systems
• Answer incoming calls and route individuals to appropriate staff
• Greet and direct visitors to appropriate locations or personnel representatives
• Screen, sort, distribute, and prepare department mail and special deliveries
• Coordinate and make travel arrangements for conferences, workshops and other meetings to be attended or administered by managers, supervisors, administrators, or other personnel
• Compile and present information within budgetary and activity reports that are used by the school, department, division, or other organizations; assists managerial, professional and administrative staff in completing special projects as needed
• Monitor inventory and order supplies when needed
• Serve as a liaison between assigned department and other internal departments and/or external agencies
• Perform other functions as assigned or as the situation requires

• Administrative policies, practices and department procedures
• Budgeting and basic accounting procedures
• Proper usage of the English language including spelling and grammar
• General business protocols and norms
• Record keeping principles and procedures
• Numerical, alphabetical and subject-matter based filing systems
• School admissions, attendance and enrollment practices or department practices, services and programs
• Business letter, report, and email writing methods and techniques
• Purchasing procedures, practices, and requirements within a school or business setting
• General data management, storage and retrieval systems
• Principles and practices of quality customer service and general office operations modern office practices, procedures, and equipment functionality
• Relevant provisions of the Education Code and District Merit Rules
• Word-processing, database, document management, spreadsheet and graphics application programs

• Compile, verify and run reports using information from school, department, division, or District databases
• Work efficiently with a high degree of accuracy paying close attention to detail while meeting deadlines
• Take, transcribe and archive meeting minutes
• Interpret and apply administrative policies and procedures
• Identify, research, compile, and maintain various types of information and files
• Use independent judgment and initiative to carry out department and District needs
• Operate a personal computer and standard office equipment including fax machines, printers, and copier machines
• Operate a multi-line telephone system using a clear, well-modulated voice and proper grammar and diction
• Understand and follow oral and written instructions in English
• Provide technical direction to clerical and student support staff
• Communicate effectively with co-workers, supervisors, management, department representatives, vendors and suppliers, and the public using tact, courtesy and good judgment
• Develop and maintain cooperative working relationships with others
• Respond to and resolve questions and concerns from a variety of sources
• Demonstrate flexibility and respond to changing requirements and job assignments
• Perform basic mathematics including addition, subtraction, multiplication, and division
• Work independently and make decisions in accordance with established policies, requirements, and direction from supervisory staff members
• Handle confidential information with tact and discretion
• Learn new skills and processes as required

SUPERVISION:
Supervision: Establishing overall expectations, goals and objectives, and aligning departmental resources

• Received From: Site Administrator, Principal, or department-assigned classification
• Given To: Student Workers, Interns

• Received From: Site Administrator, Principal, or department-assigned classification
• Given To: Classified positions within site or department on behalf of the assigned Supervisor

• Received From: Site Administrator, Principal, or department-assigned classification
• Given To: None