Administrative Assistant-Special Programs

Job Title:

Administrative Assistant - Director

Exemption Status: Nonexempt

Reports to:

Executive Director of Special Programs

Pay Grade: 5 Clerical/Paraprofessional 226 Days

Dept./School:

Special Programs

Primary Purpose:

Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient skills in keyboarding, data entry, word processing, and file maintenance Ability to use software to develop spreadsheets and databases and do word processing

Ability to prioritize workflow to address the multiple needs of the supervisor or the department Ability to multi-task numerous complex administrative activities

Basic math skills

Effective communication and interpersonal skills

Experience:

3 years secretarial experience, administrative assistant experience preferred.

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
• Compile, maintain, and file all reports, records, and other documents as
• Enter information related to PEIMS special education records, including detailed information related to initial referrals for special education.

Accounting

• Perform routine bookkeeping tasks and maintain department budget Prepare and process department purchase orders and payment authorizations.
• Order and maintain inventory of office supplies and program
• Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.
• Complete activities including entering and maintaining records related to the SHARS / Medicaid reimbursement program.

Other

• Answer and respond to incoming calls, take reliable messages, and route to appropriate
• Maintain a schedule of appointments and make travel arrangements for department
• Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
• Receive, sort, and distribute mail and other documents to department
• Maintain confidentiality of
• Follow district safety protocols and emergency
• Perform all other duties as assigned.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Employee: Date

Supervisor: Date