An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.
Qualifications:
Education/Certification:
High school diploma or
GED Special Knowledge/Skills:
Knowledge of school district organization, operations, and administrative policies Ability to read and comprehend instructions, correspondence, and memos Ability to make independent decisions regarding planning, organizing, and scheduling Excellent public relations, organization, communication, and interpersonal skills Ability to use software to develop spreadsheets, perform data analysis, and do word processing Ability to multi-task numerous complex administrative activities
Major Responsibilities and Duties:
Clerical Support 1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned. 2. Schedule appointments and maintain the administrator's calendar. 3. Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed. 4. Make travel arrangements including making hotel reservations and turning in conference registration forms. Reception and Phones 5. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators. Policy, Reports, and Correspondence 6. Compile pertinent data used to prepare various required state and local reports. 7. Prepare purchase orders and payment authorizations as directed. 8. Compile, maintain, and file all reports, records, and other documents as required. Other 9. Comply with policies established by federal and state laws and regulations, and local board policy. 10. Maintain confidentiality. 11. Follow district safety protocols and emergency procedures.
