Administrative Assistant III- Bilingual Required (Spanish)

Position: Administrative Assistant III-Bilingual Required (Spanish)

Department:Facilities

Program:Ainsworth Building - Reception

Reports to:Facilities & Fleet Manager

Classification/Range: Classified/Range11

Schedule: 245days per year x 8 hours per day

POSITION PURPOSE:

Performs a variety of time-sensitive confidential technical and clerical tasks using moderate independent judgment in applying established practices and procedures in support of a supervisor and/or coordinator; receives and handles calls and visitors; maintains data in manual or automated systems; types a variety of forms correspondence and other documents; maintains departmental files; sorts and distributes mail; assists customers/clients; This position may also require providing bilingual support including oral interpretation written translation of documents and effective communication in a second language. Performs other duties as assigned.

NATURE & SCOPE:

This is an advanced level class in the Administrative Assistant series. Incumbents perform technical and clerical duties that are widely varied and moderately complex. Incumbent works under minimal supervision and works with greater independence than incumbents at the Administrative Assistant I or II level. Incumbent may adapt procedures and processes to accomplish position requirements and may work with confidential and/or sensitive assignments.

The Administrative Assistant III classification is distinguished from the higher level of classification of Administrative Assistant IV as the latter provides administrative and secretarial support for a school Administrator or Program Coordinator including work of a sensitive confidential and technical nature and assistance with budget preparation and contracting. In contrast the Administrative Assistant III performs work that emphasizes general technical and clerical rather than budget and contracting support and incumbents may perform work of a sensitive or confidential nature.

ESSENTIAL JOB FUNCTIONS:

• Performs a wide variety of moderately complex clerical work pertaining to area reception; customer service; data entry; word processing; filing; document processing; distributing/sorting mail records and other communications; and maintaining and updating files records logs.
• Answers the telephone and determines the nature of calls; routes callers to the appropriate person or takes messages as necessary; schedules appointments and meetings; greet customers/clients in a professional business-like manner screening requests and referring to other persons or departments as appropriate; responds to general questions of non-technical nature from the public both in person and over the telephone referring them as necessary to appropriate staff.
• Demonstrates proficiency using standard office equipment including but not limited to computer copier fax machine etc.
• Assists other staff members as needed to ensure departmental processes and procedures are performed appropriately.
• Tabulates and reviews numerical or financial data; makes routine calculations.
• Answers both technical and non-technical questions pertaining to the areas functions and activities.
• Prepares types proof forms letters documents brochures and other documentation based on established formats written drafts or established procedures or instructions; prepare basic reports tables spreadsheets and/or other documents.
• Compiles and maintains data and information in manual and/or automated systems.
• Initiates reviews updates completes and processes a variety of forms and documents; and verifies that information is complete in accordance with established requirements. This may include documents and processes regarding field trips and also maintenance requests.
• Provides routine support for meetings; prepares meeting room and materials; contacts participants to confirm attendance; distributes materials to participants; maintain mailing information; take and transcribe non-confidential/non-sensitive minutes if assigned.
• Maintains a variety of files and filing systems by sorting and filing documents and records using alphabetical index cross reference and other files; prepare outgoing mail for delivery; make copies of documents.
• Maintains adequate levels of office supplies; re-order or pick up supplies and materials from vendors or other departments as necessary; complete and submit requisitions; track administrative expenses for budgetary purposes; and resolve errors in orders received and invoices.
• Participates in adapting/developing programs and office support procedures routines forms and record keeping systems to accomplish departments clerical responsibilities.
• Audits reports and/or records systems periodically notifying appropriate individuals of discrepancies and correcting information as required.
• Compiles checks and tabulates numerical or financial data; performs data entry; makes basic mathematical calculations; answers non-technical questions pertaining to areas functions and activities; and makes summary reports.
• Coordinates logistics for meetings and workshops by making room registration and travel arrangements as necessary. Participates in developing agendas by collecting related materials; attends meetings to record proceedings and transcribes minutes; and distributes minutes to group members.
• Demonstrates proficiency in operating word processing (including template design) databases and other office software programs; and ability to orient/train others in this area.
• Orients trains and offers assistance to staff in software usage and development technical procedures or other office procedures and coordinates clerical workflow to avoid duplication of work. Also may provide assistance in the day-to-day work activities of other clerical support staff or temporary employees.
• Creates modifies and utilizes templates forms and processes for use in reporting and/or billing information; trains administrators supervisors and support staff on the use of the forms templates and processes; and performs basic budgeting and reconciliation.
• Works as liaison between agency staff in developing and monitoring software and network systems.
• Must be fully bilingual and biliterate in English/Spanish
• Ability to provide bilingual support including oral interpretation written translation of documents and effective communication in a second language as required.
• Maintains regular and timely attendance.

ESSENTIAL QUALITIES:

1. Equity: Lead and support regional equity initiatives
2. Vision: Lead with vision follow-through and student focus.
3. Trust: Develop trust among coworkers and students through honesty and fairness.
4. Communication: Communicate in an inclusive effective and collaborative manner.
5. Personal Qualities: Be respectful excel in customer service caring humble and courageous.
6. Agency-wide perspective: Be involved in and supportive of continuous overall improvement of MESD programs and services.

MINIMUM QUALIFICATIONS SKILLS ABILITIES:

• Consistent daily attendance and punctuality .
• English usage spelling vocabulary grammar and punctuation.
• Ability to perform calculations using basic mathematics including addition subtraction multiplication division fractions and percentages.
• In depth knowledge of specialized office practices procedures and equipment appropriate for assigned responsibilities.
• Ability to interpret and apply program/department information in making work decisions or in providing information to others.
• Ability to maintain complex specialized records and prepare narrative and reports based thereon.
• Advanced proficiency in operating word processing (including template design) databases and other office software programs; and ability to orient/train others in this area.
• Ability to work under minimal supervision and make appropriate decisions regarding work methods and priorities.
• Ability to set up and maintain varied and detailed computerized filing and record keeping systems.
• Ability to communicate effectively with customers staff and the general public using tact courtesy and good judgment.
• Ability to maintain confidentiality.
• Demonstrates proficiency using computers office equipment and standardized business software to maintain data and prepare a variety of correspondence forms reports and other documents.
• Understands and implements oral and written instructions.
• Ability to organize research and maintain a variety of documents materials and information.
• Ability to locate identify and correct inaccurate or incomplete information.
• Ability to prepare data tables and charts.
• Ability to work with accuracy and attention to detail to meet deadlines.
• Ability to learn specialized automated systems used in the department.
• Communicates effectively both orally and in writing.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Understands and demonstrates office management and clerical methods and procedures.
• Understands and demonstrates the principles and practices of report writing.
• Understands and demonstrates the principles and practices of customer service.
• Demonstrates consistent ability to mult-task and work as part of a team.

DESIRED QUALIFICATIONS SKILLS ABILITIES:

• Bilingual in English and Spanish Required
• Experience in public or government agencies

EDUCATION & EXPERIENCE:

• High School diploma G.E.D. or equivalent.
• A minimum of three (3) years of clerical experience at a level comparable to Administrative Assistant II and technical expertise is required.
• Any satisfactory equivalent combination of education training and experience that demonstrates the knowledge skills and abilities to perform the duties of the job proficiently may substitute for the above requirements.
• Valid drivers license and available vehicle may be required depending on specific assignment.

WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed in a typical office and/or school environment and is subject to moderate noise

BENEFITS:

• District pays full medical dental and vision premiums for eligible employees and dependents
• Three medical insurance plan options:
• Group Health Reimbursement Arrangement (HRA)
• Opt-Out option
• MESD pays employees 6% Public Employees Retirement System (PERS) contribution
• Paid holidays sick leave and personal time off
• Tuition Reimbursement and Professional Development

PHYSICAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Mobility: Frequent sitting for long periods of time; occasional bending or squatting.
2. Lifting: Frequently up to 10 pounds; occasional up to 25 pounds.
3. Vision: Constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.
4. Dexterity: frequent use of keyboard; frequent repetitive motion; frequent writing; frequent grasping holding and reaching.
5. Hearing/talking: frequent hearing and talking in person and on telephone.
6. Emotional/Psychological: frequent decision-making and concentration; frequent public and/or co-worker contact; occasional working alone.

This position is subject to Board policies administrative rules and procedures department regulations and applicable State and Federal Statutes. This position carries no administrative authority or responsibility.