Operations - Administrative Assistant

Primary Purpose:

Under minimal supervision, organize and conduct the routine work activities of the operations department and provide clerical services to the Chief Operations Officer.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding, data entry, word processing, and file maintenance skills

Knowledge of correct English usage, grammar, spelling, and punctuation

Knowledge of basic bookkeeping principals

Ability to use software to develop spreadsheets, databases, and do word processing

Ability to prioritize workflow to address the multiple needs of the supervisor or department

Ability to multi-task numerous complex administrative activities

Strong organizational, communication, and interpersonal skills

Experience:

2 years secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Prepare correspondence, memorandums, forms, requisitions, and reports for the Chief and other operations department staff.
• Receive and process work orders.
• Compile maintain, and file all reports, records, and other documents.
• Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with central office.

Phones

• Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within level of responsibility

Accounting

• Perform routine bookkeeping tasks and maintain department budget records in an accurate manner including calculating trip tickets and billing appropriate department or campus for payment.
• Order office supplies for department. Prepare purchase orders and payment authorizations as directed.
• Compile and report time records, including leave requests and reports. Prepare payroll data on department employees.

Other

• Welcome all visitors and handle their requests or refer them to appropriate personnel. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.
• Maintain a calendar of department activities and staff schedules and make appointments as required. Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials.
• Maintain confidentiality of information.
• Follow district safety protocols and emergency procedures.
• Other duties as assigned.