Administrative Assistant- 1 Year Only

OB TITLE: Administrative Assistant

FLSA STATUS: Non-Exempt

UPDATED: FY 2025

POSITION OBJECTIVES: To perform a wide variety of clerical/secretarial and administrative tasks related to a specific program or administrative function.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

• Oversees and carries out various day-to-day departmental administrative functions.
• Performs regular secretarial duties for the department: answer phones and serve as department receptionist; type/print using word processor correspondence reports manuals and the like; order office supplies; maintain appointment calendars & school calendars; screen incoming mail; set up meetings; photocopy; and the like.
• Coordinates initiates prepares processes and/or monitors various administrative/financial/operations forms records reports schedules and other documents ensuring timely and accurate completion of documents by students faculty staff parents or others.
• Organizes and maintains various departmental files and records frequently involving cross-filing/cross-reference systems.
• Performs a variety of tasks related to the development and maintenance of computerized departmental records using personal computer: design and basic programming of appropriate databases and data management/reporting systems using various PC software; initial database input; ongoing use of the system involving regular data input and using programs to generate a variety of regular and special reports.
• Develops and maintains various logs and other manual recordkeeping systems related to assigned functions.
• Compiles a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or other staff members.
• Performs various bookkeeping functions: initiate and process financial documents related to operating budgets or special accounts; monitor financial activity; organize and maintain financial records; prepare related reports.
• Performs a variety of basic liaison functions with students faculty staff parents or other department/program constituency: explain policies/procedures answer various questions coordinate services/assistance handle special requests or problems routing to senior staff members as appropriate.
• Performs other specialized or technical administrative tasks related to the departments primary function.
• Confers regularly with immediate supervisor other department/District personnel and/or various firms/organizations/individuals outside the District to plan and coordinate activities exchange information resolve problems and the like.
• Uses discretion in handling confidential information.
• Performs related duties as assigned.

SUPERVISION RECEIVED: Reports to evaluated by and receives direction from the school principal/department director or his/her designee.

SUPERVISORY RESPONSIBILITIES: May train assist and occasionally direct junior co-workers or student workers but generally works along with those persons.

QUALIFICATIONS: To perform this job successfully an individual must be able to perform each essential duty satisfactorily in addition to the following:

• Associates degree in business or other appropriate discipline plus two to three years of relevant clerical and administrative experience or a combination of education and experience from which comparable knowledge and skills are acquired.
• Broad base of general clerical/secretarial skills.
• Good basic administrative and organizational skills. Experience in organizing and maintaining moderately complex filing and records systems. Previous experience with computerized information systems desirable and possibly required.
• Ability to deal effectively with a wide variety of District personnel students and/or outside individuals/organizations.
• Language Skills. Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of students or employees.
• Mathematical Skills. Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals. Ability to compute rate ratio and percent and to draw and interpret bar graphs. Some bookkeeping/accounting training or experience may be desirable.
• Computer Skills and Experience.
• Reasoning Ability/Mental Requirements. Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Communication & Interpersonal Skills. Ability to communicate courteously efficiently and effectively with a variety of individuals including students faculty administrators parents and representatives of outside organizations. Ability to work cooperatively and effectively with peers subordinates supervisors parents and outside agencies.

PHYSICAL EFFORT AND STRESS: Physical ability to perform the essential functions of the job as outlined above in addition to the following:

While performing the duties of this job the employee is frequently required to stand; walk; sit; use hands talk and hear. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus. Ability to effectively handle stressful situations and resolve conflicts.

WORKING CONDITIONS: The noise level in the work environment is usually moderate.

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This general outline illustrates the type of work which characterizes the Job Classification. It is not an all-encompassing statement of the specific duties responsibilities and qualifications of individual positions assigned to the classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.