Administrative Assistant FTE .5

About the role

The successful candidate will provide confidential administrative support to an Executive Director, Director, department(s), or administrator(s) in the district's central administrative departments. They will also support department projects and programs, oversee department/office budgets, and manage various administrative tasks.

Responsibilities

• Manage phone calls, emails, and inquiries; schedule appointments and calendars; maintain records; coordinate meetings and travel arrangements.
• Facilitate and support department projects and programs by ordering supplies, preparing materials, and managing event logistics.
• Contribute to developing department procedures, tracking deadlines, and assisting in the development of new systems.
• Prepare, proofread, and manage documents and presentations, including confidential and legal information, using district IT resources.
• Act as the main point of contact for department matters and deliver customer service.
• Oversee department/office budgets.
• Update, maintain, extract, and/or input data into complex district databases, spreadsheets, and filing systems.
• Gather, compile, synthesize, analyze, write and format reports, forms, submissions, and other requested data through the use of district information technology systems.
• Distribute reports to internal/external stakeholders.
• Create, prepare, and verify billing reports within the district's financial system and distribute them.
• Maintain financial files, records, and reports.
• Track department accounts to ensure accurate expense allocation.
• May authorize budget transfers, manage the office cash fund, and upload grant receipts.
• May prepare and analyze time and labor reports and complete paperwork for payment of stipends and/or other pay.
• Perform other job-related jobs as assigned.

Requirements

• High school diploma or equivalent.
• Minimum of two (2) years of experience in administrative support such as office and secretarial work, word processing, or bookkeeping.

Qualifications

• Criminal background check required for hire.
• May require Notary public authorization within (30) days of hire.

Skills

• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple tasks and prioritize effectively.
• Strong organizational and time management skills.

Benefits

• Medical, dental, vision, and life insurance.
• Employee Assistance Program.
• Voluntary life insurance through PERA.
• 401(k), 403(b), and 457(b) plans.

Pay

Salary information is provided in the job description. All Classified positions are paid on an hourly basis. All newly hired classified employees are placed initially on Step 1 of the pay grade for their position. Classified employees can advance an additional 7 steps (maximum Step 8) based on their previous experience. Final hourly placement on the Classified Salary schedule is dependent on the Grade Level for the position being posted and employees' previous work experience.

Schedule

Standard hours per week: 20.