Administrative Assistant IV [ESP3275]

ClassificationTitle:Administrative Assistant IV

Title:Administrative Assistant IV

Calendar: B Year Round

ESP Salary Schedule:Range 100 Step 1
Hours:8/Day 40/Week

Location:District Campus

GENERAL PURPOSE

Under the direction of the Director of Student Advocacy Services this Administrative Assistant (A.A.) position provides support to the director of Student Advocacy Services teacher specialists district behavior interventionists and for overseeing and providing administrative and clerical support for the assigned school administrator and key departmental staff. Duties include assisting principals and lead teachers with programs and program documentation; monitoring budgets; manage/oversee grant requirements; preparing and distributing correspondence; responding to walkin phone and email requests; preparing requisitions; and compiling reports.

MAIN JOB TASKS AND RESPONSIBILITIES

• Support with Youth Court CASE hearings and other meetings related to Student Advocacy.
• Track and manage department credit card enter receipts and credit card reconciliation.
• Manage/oversee budgets and grants related to PBSS anchor.
• Update and maintain department web page and other forms etc. as needed.
• Track professional development and enter in CACTUS or other tracking orientation and instruction to employees in lower job classifications.
• Greet visitors; ascertain nature of business and direct visitors to the employer or appropriate person.
• Communicate with District and school employees teachers parents/patrons vendors USOE personnel and other school districts.
• Coordinate travel arrangements for administrators and other personnel for Inservice workshops conferences and conventions.
• Answer telephones and give information to callers takes messages and/or routes to appropriate staff member.
• Maintain personnel files and files for temporary staff as appropriate.
• Ensure that all financial policies and procedures for cash handling and accounting are followed and orients new employees in the appropriate handling of such transactions.
• Follow purchasing requirements and processes
• Compile and prepare reports required by Federal State and district agencies.
• Oversee completion of inventory reports in the school.
• Open read and route incoming mail/email.
• Copy file and distribute a variety of documents.
• Receive monies from students teachers and staff; make bank deposits as assigned; record all transactions in journal and ledger accounts.
• Compose and prepare correspondence reports spreadsheets and databases as needed working with word processing spreadsheet and database software to complete administrative tasks.
• Handle extensive confidential information.
• Provide clerical and administrative support for Principal Administrators and other staff as assigned.
• Keep accurate budget accounts; track encumbrances expenditures salaries and benefits; and adjust budgets as needed.
• Compose and type routine correspondence; prepare materials for special events such as invitations guest lists RSVPs programs etc.
• File correspondence and other records
• Schedule appointments and make changes to school and administrators calendar as necessary.
• Make decisions regarding dissemination of information screening of visitors and deferral or immediate action in the absence of supervisors.
• Schedule meetings and record minutes of meetings as assigned.
• Order and stock office supplies as necessary; process purchase orders receive goods and process invoices as necessary.
• Maintain office equipment such as copiers and computers; arrange maintenance contracts for equipment; call for assistance when needed for more complex repairs and maintenance.
• Assist in developing and distributing information packets notes and the like to students parents and staff as needed.
• Assist with and participate in various school activities fundraisers and special events providing support and assisting the principal and teachers with the coordination of such activities.
• Serve as backup for other clerical and administrative staff as assigned.

EDUCATION AND EXPERIENCE

• Associates Degree or equivalent combination of education and experience.
• Four (4) years of related experience.
• Knowledge of bookkeeping and skill in typing computers and using a calculator.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• The job occasionally requires light physical exertion including walking standing motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant elements.