Administrative Assistant

 

Under the direction of a District administrator at the level of Director or above (or designee), performs varied and complex secretarial and clerical support duties for a designated department relieving assigned administrator of routine administrative detail; organizes office activities and coordinates the flow of communications for the administrator of the assigned department; performs public relations and communication services; serves as a lead clerical worker; and performs a variety of duties relative to assigned area of responsibility.

 

The descriptions below are provided to demonstrate how this classification fits within the organization and to assist in quickly identifying key differences between classifications which may appear otherwise similar. All classifications are listed in order from highest to lowest.

 

The Administrative Assistant classification performs a variety of assignments, serves as a lead clerical worker, and provides primary secretarial support for a department and/or District administrator at the level of Director or above. 

 

The School Office Manager classification performs a variety of assignments, serves as a lead clerical worker, and provides primary secretarial support for a Principal and school site. 

 

The Secretary classification performs a variety of secretarial and clerical duties and coordinates the flow of communications in support of an assigned department and/or designated District manager.

 

•    Receives supervision from a District administrator at the level of Director or designee. 

•    Provides work direction to department support staff.

•    Positions in this classification have no formal supervisory responsibilities.

•    Coordinates, organizes, and manages the day-to-day activities of a department office in order to ensure the efficiency of office operations and relieve assigned administrator of administrative detail;  

•    Prepares and maintains a variety of records, logs, reports, and other files related to office activities and departmental operations; 

•    Composes and types a variety of written materials such as letters, memoranda, requisitions, bulletins, agendas, lists, and reports independently or from rough drafts or verbal instructions; checks reports, records, and other data for accuracy, completeness, and compliance with established standards; 

•    Compiles and interprets information from various sources and prepares reports related to departmental functions as required; performs research and special projects as assigned; assists in administering specially funded projects and department programs; 

•    Receives and initiates telephone calls; screens telephone calls for designated administrator; take messages or refer callers to appropriate personnel; 

•    Communicates with other administrative offices, District personnel, and the public to provide and receive information, interpret policies, procedures, and regulations as necessary; answers questions and provides information concerning office functions and activities in accordance with established procedures;

•    Performs a variety of clerical duties including, but not limited to, filing, duplicating materials, receiving and transmitting messages, and opening and routing department mail;

•    Makes minor decisions in accordance with District and department regulations, policies, and guidelines and apply them to problem situations; escalates issues to administrator as appropriate; 

•    Schedules and arranges appointments, meetings, conferences, travel accommodations, and other office activities as necessary for department staff or other employees as directed; coordinates facilities and maintains department and administrator calendars; 

•    Prepares meeting agendas and ensures inclusion of appropriate materials and proper notification; attends meetings and takes, transcribes, and distributes minutes as instructed; 

•    Prepares Board of Trustees meeting agenda items and supporting documentation;

•    Processes and tracks personnel requisitions and other documentation related to the employment of department personnel; contacts Human Resources Department to arrange for substitute personnel as needed;

•    Serves in a lead capacity in a department office providing training and work direction to other clerical personnel as assigned;  

•    Requisitions, receives, stores, and distributes supplies and office materials as needed; maintains supply and equipment inventories and purchase orders; maintains budgetary records and monitors expenditures as required; 

•    Submits and follow up on maintenance and technology work orders and requests;

•    Maintains financial records related to the receipt and disbursement of funds;

•    Takes part in department-specific activities including, but not limited to, orientations, trainings, test administrations, fundraisers, award ceremonies, and other special events. 

 

•    For positions designated bilingual, translates a variety for written materials from English to a second language and from that language into English; interprets and facilitates communication between staff and non-English speaking members of the public; attends various meetings to translate and interpret as needed;

•    Performs related duties and responsibilities as required.

Education: Graduation from high school or equivalency and one year (24 semester or 36 quarter units) of college-level coursework including coursework in secretarial science, office management, business administration, public administration, or a closely related field. One or more years of school district or public agency based clerical experience including a high level of public contact may be substituted for the required college coursework. 

 

Experience: Three years of clerical experience.

 

Special: A valid, California Class C, driver's license may be required, and if so, must be maintained during the course of employment.

 

Ability to be insured, and continue to be insurable, by the District's liability insurance carrier. 

 

Physical Requirements: Employees in this classification stand, walk, sit, stoop/bend, reach overhead, lift and carry up to 20 lbs., use fingers repetitively, use both hands simultaneously, speak clearly, hear normal conversation, and see small details.