Professional Assistant III, Student Support Services

About the role

The Professional Assistant III supports the Assistant Superintendent of Student Support Services. Key responsibilities include maintaining the departmental calendar, processing data in SAP, responding to inquiries, monitoring inventory, and coordinating meetings and travel.

Responsibilities

• Maintains the departmental calendar to include official business, meetings, conferences, and other department events
• Processes applicable data utilizing the SAP system to include: employee data, payroll, purchasing, invoices and budget related information
• Answers telephone in a courteous and tactful manner and attempts to resolve complaints in a calm and courteous manner
• Maintains highly confidential data utilized by the supervisor/department
• Performs various clerical and secretarial support work associated with special projects such as conference and committee meeting planning
• Compiles and assimilates information to prepare budgets for the District
• Identifies and provides solutions to routine business matters requiring minimum direction from the supervisor
• Prepares, types, and processes correspondence and other documents to ensure accuracy, completeness, and timeliness
• Creates, maintains, and manipulates data (e.g., spreadsheets, databases, graphics, etc.) to generate reports and to locate information found in documents, correspondence, etc
• Schedules travel and maintain itineraries for employees within the department
• Schedules and maintains department’s conference room and classrooms ensuring proper equipment is available and set up as required/requested
• Coordinates arrangements for meetings, conferences, and travel through interaction with customers, suppliers, and employees on behalf of the supervisor

Requirements

• Minimum of 5 years of clerical/administrative experience required
• Experience with SAP or other major Enterprise system preferred
• Proficient in Microsoft Office and project management tools
• Must be able to successfully manage multiple tasks, projects and responsibilities
• Ability to work independently or as a team member
• Proven ability to handle confidential information
• Must have the ability to work with minimal supervision, meet deadlines, prioritize assignments and communicate and provide updates relative to the progress of the work
• Must be able to clearly express ideas, communicate well both verbally and written, ask questions, and listen to others
• Must be detail oriented, well organized, and have the ability to manage time and multiple projects to achieve required results
• Must be able to perform responsibilities with a sense of urgency to meet the needs of others, respond to solve problems, and willing to accept a variety of tasks to perform
• Professional team player with a high level of positive energy and a can do approach in all activities

Qualifications

• High School Diploma or GED equivalent
• No certification/licensure required