2025-26 Administrative Assistant II - James P Lee ECLC

Administrative Assistant II SUN Kids Preschool Program

Location: James P. Lee Early Childhood Learning Center

10 months 8 hours/day

Grade 14 $15.63/hour

InterimFunded Position

Start Date: 7/8/2025

Purpose Statement

The job of Administrative Assistant II is done for the purpose/s of providing a wide variety of confidential administrative and secretarial support to assigned administrator; and conveying information regarding department functions and procedures.

This job reports to Administrator

Essential Functions

Compiles both confidential and nonconfidential data from a wide variety of sources (e.g. calendars budgets inventories enrollment figures etc. for the purpose of preparing information for assigned administrators.

Maintains manual and electronic files department budgets and accounts (e.g. Kindergarten transition lists inventory of lending library classroom spending accounts discipline passes student registrations etc. for the purpose of providing uptodate reference and audit trail.

Prepares a wide variety of reports documents and correspondence of a confidential and non confidential nature (e.g. letters meeting minutes evaluations etc. for the purpose of documenting activities providing written reference and/or conveying information.

Responds to a wide variety of inquiries from internal and external parties (e.g. staff parents students visitors public agencies etc. for the purpose of providing information facilitating communication among parties and/or providing direction.

Schedules a wide variety of activities (e.g. appointments teacher and counselor meetings etc. for the purpose of making necessary arrangements for assigned administrators and supervisors.

Supports assigned administrative and supervisory personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions

Assists in maintaining department budgets and accounts for the purpose of preparing the information and data required for controlling expenditures.

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using Microsoft office products and job related software applications preparing and maintaining accurate records; customer service; screening telephone calls.

KNOWLEDGE is required to perform basic math including calculations using fractions percents and/or ratios; read a variety of manuals write documents following prescribed formats and/or present information to others; and understand complex multistep written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices; grammar spelling and punctuation; office practices; record keeping and record retention practices; bookkeeping practices; codes/laws/rules/regulations/policies.

ABILITY is required to schedule activities meetings and/or events; gather collate and/or classify data; and usebasic jobrelated equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize jobrelated equipment. Problemsolving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work prioritiescommunicating with diverse groups maintaining confidentiality meeting deadlines and schedules setting prioritiesworking as part of a team and working with frequent interruptions; accuracy and attention to detail; dealing with frequent interruptions; organizing tasks.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; utilization of some resources from other work units may be required to perform the jobs functions. There is a continual opportunity to have some impact on the organizations services.

Work Environment

The usual and customary methods of performing the jobs functions require the following physical demands: occasional lifting carrying pushing and/or pulling some stooping kneeling crouching and/or crawling and significant fine finger dexterity. Generally the job requires 85 sitting 10 walking and 5 standing. This job is performed in a generally clean and healthy environment.

Experience: Job related experience is desired.

Education: High school diploma or equivalent.

Equivalency: