Administrative Assistant

Administrative Assistant

Under limited supervision, performs a variety of complex secretarial and administrative duties to maintain effective and efficient office operations and to assist and support a departmental member of management. Supervises the duties of assigned clerical personnel. Reports to supervisor.

Specific duties and responsibilities include:

• Ensuring that the daily, weekly, and monthly internal control documents are gathered and filed in an organized and timely manner.
• Scheduling the supervisor's work and time; scheduling appointments and meetings and making arrangements for travel, speaking engagements, special events and related activities.
• Taking and transcribing dictation of various types, including correspondence, reports, notices and recommendations.
• Composng and preparing memos, letters and reports related to department matters, practices and procedures.
• Processing correspondence and other matters of a confidential nature.
• Conducting receptionist duties by answering the telephone, screening callers, identifying matters of priority for the supervisor's attention, and greeting, announcing or routing visitors; maintaining a complex filing system, processing mail, and ordering supplies.
• Researching, gathering and organizing pertinent data as needed from files and documents in the office or other sources for supervisor's use.
• Assisting in preparing and maintaining the office budget.
• Receiving and responding to inquiries and concerns from the public, and referring problems to appropriate staff person for resolution.
• Preparing agenda for committee meetings and notifying all involved; preparing presentation materials for meetings; taking and transcribing meeting minutes.
• Attending and/or making arrangements for meetings as requested.
• Planning special events and coordinating special projects as assigned.
• Supervising duties of assigned clerical staff.
• Supervisory duties include instructing; assigning, reviewing and planning work of others; and maintaining standards and coordinating activities.
• Reviews the work of subordinates for completeness and accuracy; and offers advice and assistance as needed.
• Receiving, reviewing, preparing and/or submitting various records and reports, including invoices, requisitions, change orders, travel forms, per diem forms, budget documents, expenditure request forms, surveys, meeting agendas and minutes, special and routine reports, employment contracts, memos, correspondence, etc.
• Operating a variety of equipment, such as a computer, printer, copier, fax machine, recording equipment, binding machine, calculator, and telephone.
• Making arrangements for office equipment maintenance and repair as needed.
• Interacting and communicating with various groups and individuals, such as School Board members, Superintendent, other District administrators and staff, school administrators and staff, co-workers, subordinates, sales representatives, parents, and the general public.
• Complying with all federal laws, state statutes, Board policies, administrative rules, and directives.

Minimum education and training requires an Associate's degree in business administration, secretarial science or closely related field supplemented by two years of secretarial experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must be able to type rapidly and accurately.