Administrative Assistant I (26-27)

General Definition of Work

The administrative assistant I, under close supervision, performs clerical level work with minimal decision-making discretion providing administrative office support work for the assigned administrator while conducting day-to-day office administration. This position performs a wide variety of office, administrative, and support duties. Employee performs administrative support work to carry out Board of Education policies and procedures under the direction of the assigned administrator.

Qualifications

• Adhere to all state, federal, and local laws, policies, and procedures
• Serve as an assistant to assigned administrator or department
• Cookordinate special programs/projects in support of department/school activities
• Maintain calendars and schedule meetings between internal and external stakeholders
• Prepare agendas, reports, correspondence, and memorandums
• Respond to direct inquiries and route calls to the appropriate party for prompt and efficient resolution with confidentiality and a high level of professionalism
• Support stakeholders in person, via phone, and email
• Opens, sorts and distributes incoming mail
• Maintain and reconcile assigned books, ledgers and bank reconciliation
• Prepare year-end financial statements and organize documentation for yearly audit
• Receipts and deposits monies collected. Maintains and reconciles checking accounts, if applicable
• Aid with arrangements for staff attendance at conferences, workshops and meetings to include registration, transportation, accommodations, and reimbursements
• Aid with processing payroll, report and maintain employee leave/absences, and assist with processing quarterly mileage and expense reimbursements
• Maintain inventory of office supplies, technology and furniture
• Maintain and update records, files, and forms in all formats
• Complete local, state, or federal surveys and report accurately and promptly
• Participate in professional development workshops
• Create an inclusive environment with positive communication/public relations
• Perform related work as assigned or required

Knowledge, Skills, Abilities

• Knowledge of principles and practices of public schools
• Knowledge of required records preparation and maintenance
• Knowledge of county and school board policies, procedures, and standards regarding school systems
• Knowledge of accounts payable policies, practices and procedures
• Knowledge of routine accounting principles
• Ability to maintain professional and emotional control under stress
• Ability to reflect appropriate response to situations, while maintaining a professional and personal demeanor
• Ability to learn and use specialized tools, equipment or software related to business needs
• Ability to implement local, state, and federal rules, guidelines, and procedures into daily business operations
• Ability to communicate effectively
• Ability to monitor a budget
• Ability to reason, make judgments, and maintain effective working relationships
• Ability to employ positive communication skills in all settings/mediums
• Ability to problem-solve utilizing sound judgment
• Ability to maintain confidentiality regarding school system business
• Ability to take initiative, work independently, and exercise sound judgement
• Demonstrated ability to work effectively in a deadline-driven, rapidly changing team environment

Education and Experience

• High School diploma or equivalent required
• Minimum of two (2) years clerical or administrative office support experience preferred
• Equivalent combination of education and experience

Special Requirements

• Possess and maintain a valid Driver's License or ability to provide own transportation
• Travel to school district buildings and professional meetings

Physical Requirements/Working Conditions

• Work requires the occasional exertion of up to ten pounds of force
• Work regularly requires the exchange of accurate and detailed information through oral and written communication
• Constantly operates a computer and other office business equipment
• Ability to remain in stationary position for required meetings/work
• Ability to move to other work locations
• Visual acuity requires preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities
• Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications
• Work requires preparing and analyzing written or computer data, operating standard office equipment, and use of advanced technology
• Work occasionally requires exposure to outdoor weather conditions
• Work is generally in a moderately noisy location (e.g., business office, light traffic)
• Requires the ability to deal with people beyond giving and receiving instructions
• Must be adaptable to performing under mild to high levels of stress

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job. Job description is sourced from employee interviews, internal documents, representative job descriptions in similar districts, and other state/federal agencies.