Administrative Assistant 2 - Achievement and Leadership

Minimum Qualifications

• Serves as confidential secretary to the assigned Center.
• Provides support service necessary for the effective delivery of services.
• High school diploma and a satisfactory pre-employment skill test score.
• Post-secondary secretarial or office management training is desirable.
• Maintains all mandated health requirements.
• Complies with drug-free workplace rules and board policies.
• Strong organizational, planning, and project management skills.
• Proficient in oral and written communication skills.
• Able to compute mathematical data accurately.
• Multitasking ability and strong diplomacy skills.
• Proficient in office protocol and the use of information technology systems.
• Proficient in data entry, spelling, proofreading, and the correct use of grammar.
• Proficient in the use of office and management information software.
• Congenial telephone etiquette and experience operating a multi-line system.

Responsibilities

• Perform administrative support duties that facilitate effective Center operations.
• Use independent judgment and take the initiative to perform tasks independently.
• Identify and implement procedures that improve productivity.
• Support Admininstrative Assistant 1 with duties as necessary.
• Organize and maintain a functional filing system that ensures the safe retention and efficient retrieval of office records.
• Uphold board policies and follow administrative guidelines and procedures.
• Promote a favorable image of the service center.
• Support community/school partnerships that enhance the service center's operational effectiveness.
• Respect personal privacy.
• Maintain the confidentiality of privileged information.
• Answer the telephone.
• Direct calls based on the nature of the inquiry.
• Take/deliver messages.
• Manage calls efficiently to keep telephone lines open.
• Maintain an office calendar.
• Schedule appointments as directed.
• Acknowledge visitors.
• Determine the reason for their visit.
• Answer questions.
• Verify appointments.
• Direct visitors to the appropriate person or office.
• Keep current with program, policy, and procedure changes.
• Refer inquiries requiring policy interpretation to administrators.
• Use a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
• Verify the accuracy of database information as directed.
• Compose and type routine correspondence, memos, notes, forms, etc.
• Collect, compile, edit, and type statistical data and reports as directed.
• Use photocopying, duplicating equipment, and computer printers to produce documents.
• Fix minor equipment malfunctions and contact appropriate staff to schedule repairs as needed.
• Process mail and faxes (i.e., incoming, outgoing, and interoffice).
• Type, duplicate, assemble, and process routine and special mailings.
• Help gather information and type grant/foundation proposals as directed.
• Aid with committee assignments and/or special projects as directed.
• Maintain forms related to administrative guidelines/procedures and program functions.
• Keep files and supplies properly stored to maintain an orderly office.
• Follow the records retention and disposal schedule adopted by the board.
• Take precautions to ensure staff/student safety.
• Watch for behavior that may indicate a problem.
• Work with staff to eliminate unacceptable behavior.
• Report evidence of suspected child abuse and neglect as required by law.
• Keep current with advances in office technology.
• Update office procedures.
• Cross-trains with other support staff as directed.
• Offer assistance when needed.
• Participate in staff meetings and professional growth opportunities as directed.
• Accept personal responsibility for decisions and conduct.
• Wear appropriate work attire and maintain a professional demeanor.
• Strive to develop rapport and be a positive role model for others.
• Perform other specific job-related duties as directed.
• Support Center with new grant administrative duties.