Administrative Assistant To Chief Officers 1.0 FTE

To perform this job successfully an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein employees may be required to perform duties not specifically spelled out in the job description.

Administrative Assistant To Chief Officers

Job Class Code: 8765

Position Type: Hourly

Job Type: Classified

Pay Grade*: G 11

(*salary calculations are based on verified education and related experience levels)

Reports To: Superintendents Designee

Supervises: N/A

JOB SUMMARY

Perform a wide variety of specialized activities. Responsible for administrative support duties for the Chief Operating Officer. Organize and coordinate office activities communications and personnel to assist the Administrator with assigned functional areas of responsibility.

ESSENTIAL JOB FUNCTIONS

• Assist the Chief Operating Officer with administrative matters; interview callers exercising considerable judgment and applying experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators.
• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to the Chief Operating Officer interpret and apply rules and regulations as appropriate; perform duties to assist the administrator with administrative detail as appropriate.
• Schedule meetings for the Budget and Finance and Local Planning Committee; oversee and coordinate the preparation of official minutes for Budget and Finance and Local Planning Committee meetings; maintain official record of the minutes.
• Develop and monitor budget for the Office of the Chief Operating Officer; prepare changes corrections or adjustments as necessary; execute all purchases for the office following District policy and procedure.
• Compose effective correspondence independently; reference policies rules and regulations in preparing correspondence; review and edit material prepared by others.
• Coordinate and compose communication between the Chief Operating Officer and District personnel students educational institutions vendors other outside organizations and the public; obtain and provide information coordinate activities and resolve problems.
• Review requisitions and purchase orders processed through the Chief Operating Officer to ensure accuracy and compliance with District Policy Model Procurement State and Federal regulations.
• Prepare and maintain a variety of records. Research review check and compile a variety of information; collect and verify data for accuracy completeness and compliance with established procedures; and prepare reports as required; file records as required.
• Attend and participate in a variety of administrative meetings serving as a representative of the Chief Operating Officer when directed to do so.
• Prepare and maintain a variety of records and files including information of a confidential nature; maintain confidentiality of information and records.
• Maintain Chief Operating Officers calendar; arrange meetings conferences and appointments with personnel under the supervision of the Chief Operating Officer and various stakeholders both within and outside of the District.
• Develop organize and conduct training sessions with internal and external parties to ensure compliance with District policy process and procedure. Respond to requests for information from students staff and the general public regarding District programs policies procedures and regulations.
• Coordinate and compile Board Agenda materials.
• Compose and edit a wide variety of materials such as correspondence reports contracts forms applications memoranda and other documents.
• Receive process and route mail; order issue and maintain department supplies forms and equipment.
• Train and provide work direction to departmental staff as assigned; monitor office workflow and assure compliance with established time lines procedures and standards of quality.
• Demonstrates the ability to communicate in more than one language or the willingness to learn to communicate in more than one language at the novice level of proficiency.
• Performs other duties as assigned.
• Maintains regular attendance.

KNOWLEDGE AND ABILITIES

• Financial record-keeping principles and procedures.
• Modern office practices procedures and equipment.
• Record-keeping and report writing techniques.
• Records retention.
• Correct English usage grammar spelling punctuation and vocabulary.
• District organization operations policies and objectives.
• Strong oral and written communication skills.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Interpersonal skills using tact patience and courtesy.
• Telephone techniques and etiquette.
• Operation of a computer terminal software systems and a variety of other office equipment including but not limited to calculators copiers scanners printers laptop computers and projectors.
• Accounts payable and receivable procedures.
• Inventory processes.
• Service providing environments with exceptional customer service skills.
• Purchase order processes government bids and procurement regulations.
• Oral and written communication skills.
• Perform complex secretarial and administrative assistant duties.
• Perform complex and responsible payroll duties with a high degree of skill and accuracy.
• Train and provide work direction to others.
• Read interpret apply and explain rules regulations policies and procedures.
• Type at an acceptable rate of speed.
• Take and transcribe dictation at an acceptable rate of speed.
• Work independently with little direction; be a self-starter and task-oriented.
• Establish and maintain effective working relationships with others.
• Meet schedules and timelines.
• Prepare reports by gathering and organizing data from a variety of sources.
• Work confidentially with discretion.
• Analyze situations accurately and adopt an effective course of action.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Understand and follow oral and written directions.
• Plan and organize work.
• Make arrangements for meetings and conferences.
• Maintain a variety of files records reports and logs.
• Plan and organize work efficiently and effectively.
• Provide work direction to others as assigned.

QUALIFICATIONS

Education and Experience:

• High school diploma or G.E.D. Certificate
• Four years of responsible administrative secretarial experience involving the use of word processing spreadsheets and record-keeping software

Licenses or Certifications:

• N/A

Special Requirements:
Must take all required clerical assessments and earn a passing score.

PHYSICAL DEMANDS

• Work is performed while standing sitting and/or walking.
• Requires the ability to communicate effectively using speech vision and hearing.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires bending squatting crawling climbing reaching.
• Requires the ability to lift carry push or pull light weights.

Job Description Creation Date:

8/2005

Revision Dates:

7/2012
10/2024

The Fayette County Board of Education is an Equal Opportunity Employer. The Superintendent shall adhere to a policy of equal employment opportunity in all personnel matters. No person shall be subjected to discrimination in regard to employment retention promotion demotion transfer or dismissal because of race color religion sex (including sexual orientation or gender identity) genetic information national or ethnic origin political affiliation age or disabling condition or limitations related to pregnancy childbirth or related medical conditions.