Administrative Assistant I (End of Year)

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

Responsibilities

• Adhere to all state, federal, and local laws, policies, and procedures
• Serve as an assistant to assigned administrator or department/school
• Coordinate 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
• Open, sort, and distribute incoming mail
• Assist in monitoring expenditures; prepare documentation as requested
• 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

Requirements

• High School diploma or equivalent required
• Clerical or administrative office support experience preferred
• Equivalent combination of education and experience
• Possess and maintain a valid Driver’s License or ability to provide own transportation
• Travel to school district buildings and professional meetings

Skills

• 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 judgment
• Demonstrated ability to work effectively in a deadline-driven, rapidly changing team environment

Physical Requirements

• 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

Pay

Pay Grade NC 08 / Full-time, 10 or 12 months

Schedule

Reports to assigned administrator. The normal place of work is on the premises used by Charlotte-Mecklenburg Schools. Charlotte-Mecklenburg Schools reserves the right to require work at other locations as reasonably required.