Essential Duties and Responsibilities 10% General Office Duties Answer direct, building and administrator line(s) Answer complex questions and handle escalated calls Assemble and manage mailings Point of contact for office supply vendors Copy, file and maintain paper or electronic files 40% Information Technology Pull reports from databases with multiple changes to parameters Sort and export data Complete spreadsheet projects that include data entry, sorting data, creating formulas and performing calculations Work with multiple databases and programs Compile, coordinate and contribute to written correspondences Assist others with technology questions and issues and provide backup on software applications within department and building 20% Bookkeeping Prepare PO's for review Reconcile monthly P-Card statements Maintain and order office supplies Apply appropriate budget codes to invoices Verify and prepare deposits Receive payments Prepare bills and collection notices Reconcile billings Track grants Process online payroll Manage credit payments and refunds 25% Staff Support Support a designated group or level and/or administrator Access, prioritize and handle administrator emails Attend meetings as a proxy for administrator Take meeting notes Attend trainings and meetings to gather information for department or administrator Manage daily office operations Schedule and arrange meetings Make travel and workshop arrangements Coordinate building and department events Prepare cost comparisons and research costs against budget Review purchases against budget Approve electronic timesheets for employees Facilitate coverage for classrooms when needed Code and approve 3rd party substitute timesheets 5% Professional Development Clerical Job Description Administrative Assistant Attend meetings, in-services, and workshops as required Perform other duties as assigned or requested. Descriptors Position Title: Administrative Assistant Department: Program / Building Position Classification: Level IV Clerical Reports To: Program / Building Administrator Exempt Status: Non-Exempt Revision Date: 2/2019 Supervisory: No Approval: _ __ Approval: __ (Executive Director of Human Resources) (Superintendent) Job Summary Assist the administrator by providing students, staff and community with knowledgeable and professional administrative support services, in addition to data management, student tracking, budget management and working with various technology applications in an efficient and timely manner so that overall district educational objectives may be achieved.