Administrative Assistant

ADMINISTRATIVE ASSISTANT

District Office

QUALIFICATIONS:

1. Must comply with all employment criteria legally established by the Lee County Board of Education.
2. A high school diploma or General Education Development (GED) and one of the following: of 48 semester hours at an accredited college or university; b. An associate or higher degree from an accredited college or university with at least 64 semester hours of study or two years of coursework; OR of a passing score on the ACT WorkKeys Assessment
3. Minimum five years experience as a secretary or comparable clerical position in accordance with performance responsibilities.
4. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Background Check Required: (HB 402 ACT 99361 Alabama Legislature) Upon offer of employment employees will be required to submit legible fingerprints for a background review by the Alabama Bureau of Investigation and the Federal Bureau of Investigation.

REPORTS TO: District Administrator

FLSA Status: Nonexempt

JOB GOAL: To provide highly skilled secretarial support to a district level administrator.

Required Knowledge Skills and Abilities:

Knowledge of:

• Format and organization of correspondence reports and written directives.
• Modern office practices procedures and equipment.

Skill in:

• Operating a typewriter personal computer word processor and other common office machines.

• Be highly proficient with computers particularly with MS Office (all products including Word Excel Power Point and Outlook) and utilize various applications including running reports spreadsheets and mail merges.

Ability to:

• Act independently and logically to implement policies of supervisor.

• Consistently carry out tasks in a highly organized manner.

• Compose correspondence from fragmentary instructions.
• Interpret and make decisions in accordance with laws regulations and established policies.
• Work cooperatively with other Lee County Board of Education employees and the public.
• Communicate orally in the English language with employees and the public in facetoface oneonone settings in group settings or using a telephone.
• Comprehend and make inferences from written material.
• Learn jobrelated material primarily through oral instruction and observation. This learning takes place mainly in an onthejob training setting.
• Enter data or information into a terminal PC or other keyboard device.
• Sort separate arrange file or distribute incoming mail products or material in prescribed manner.
• Produce written documents with clearly organized thought using proper sentence construction punctuation and grammar.
• Remain in a sitting position for extended periods of time.

• Participate as a highly motivated team player.

• Work safely without presenting a direct threat to self or others.

Additional Requirements:

Some positions will require the performance of other essential and marginal functions depending upon work location.

ESSENTIAL FUNCTIONS:

1. Performs a wide variety of complex and confidential secretarial tasks for an administrator;
2. Carry out routine office duties including reception duties in a professional manner.
3. Schedules and coordinates appointment calendars for one or more administrators;
4. Responds to sensitive requests for information and assistance;
5. Coordinates the flow of paperwork including periodic and special reports between departmental heads and various schools;
6. Composes and types directives bulletins schedules and agendas;
7. Makes arrangements for meetings and ensures that proceedings are properly recorded;
8. Types and edits drafts;
9. Maintains/oversees the maintenance of departmental administrative files;
10. Operates a variety of office equipment incidental to clerical and secretarial duties;
11. Talks with citizens making complaints or requesting service in person or by telephone providing necessary information and following through on the resolution of problems;
12. Keeps supervisor informed of details affecting office management decisions;
13. Issues instructions in the name of the department head;
14. Reviews incoming correspondence drafting responses on matters for which authority has been delegated;
15. Makes travel arrangements;
16. Demonstrates continuous effort to improve operations decrease turnaround times streamline work processes and work cooperatively and jointly to provide quality seamless customer service.
17. Any other duties as assigned by the Superintendent and/or supervisor.

Essential Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Work is essentially sedentary. Sustained data entry function could cause carpal tunnel syndrome and/or eye strain. Ordinary care and precaution are required. The employee must frequently lift and/or move a minimum of 20 pounds and occasionally lift and/or move a minimum of 25 pounds. Specific vision abilities required by this job include Close vision Distance vision Depth perception and Ability to adjust focus. While performing the duties of this job the employee is frequently required to communicate effectively in English using proper grammar and vocabulary stand; walk; sit; use hands to finger handle or feel; reach with hands and arms; climb or balance and talk or hear.

Mental Functions:

While performing the duties of this job the employee is frequently required to compare analyze communicate coordinate instruct compute synthesize evaluate use interpersonal skills and compile. Occasionally required to copy and negotiate.

ENVIRONMENTAL DEMANDS:

The environmental demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Exposure to a variety of childhood and adult diseases and illnesses.

Occasional exposure to a variety of weather conditions. Exposure to heated/air conditioned and ventilated facilities. Exposure to a building in which a variety of chemical substances are used for cleaning instruction and/or operation of equipment. Function in a workplace that is usually moderately quiet but that can be noisy at times.

TERMS OF EMPLOYMENT: This twelve month contract is 242 days). Salary is based on the current salary schedule. Work hours are Monday Friday between 7:00 am to 4:00 pm less one hour lunch.

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Boards policy on evaluation of Support Personnel.