Administrative Assistant (8 Hours/ 260 Days)

Position Title: AdministrativeAssistant

Department: Division of Operations & Student Services

Reports To: Chief Officer of Operations & Student Services

FLSA Status: Non-Exempt

SUMMARY:

Provides secretarial services and accurate files and record information to the facilitator for the department being served. Communicates information conducts problem solving and provides necessary contributions to the efficiency of the office. Projects a professional image of the office to internal and external visitors.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (Other duties may be assigned)

• Answers phone takes routine messages and initiates telephone calls to give or arrange appointments or meetings. Maintains calendar schedules appointments and secure meeting locations.
• Maintains records and files for the assigned department.
• Obtains opens and routes incoming mail and composes and furnishes rough drafts for approval or revision.
• Prepares mail for courier delivery and postal services.
• Classifies files and retrieves materials maintains current files updates files as needed and eliminates/purges out-of-date materials and/or files.
• Greets visitors giving directions to meeting places and other information as necessary.
• Types prepares and distributes files records and reports. Handles correspondence mailings etc.
• Orders processes and maintains office materials and equipment.
• Operates standard office equipment.
• Distributes correspondence flyers and written communication.
• Assumes responsibility of any special assignment deemed necessary by the assigned department.
• Serves as a key operator for office equipment and calls for service when necessary.
• Prepares requisitions for office supplies and disbursement encumbrances.
• Gathers information from files or other sources to assist in preparing reports and/or surveys as required.
• Composes letters and memoranda as needed.
• Maintains budget accounts for assigned department.
• Performs other duties as may be assigned by the Supervisor.

JOB SPECIFICATIONS

EDUCATION and/or EXPERIENCE:

High School diploma or general education degree (GED) plus one year secretarial or office experience and/or training. Formal training in secretarial science is preferred. Overview of secretarial and communication services required in an educational field setting.

Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

CERTIFICATES LICENSES REGISTRATIONS:

Not applicable.

SUPERVISORY RESPONSIBILITIES:
Not Applicable

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 customers employees or organizations.

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.

REASONING ABILITY:
Ability to interpret and apply common sense understanding in carrying out instructions furnished in written oral diagram or schedule form. Ability to analyze information and use logic to address work related issues and problems. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

OTHER SKILLS and ABILITIES:
Ability to pass a typing test at 55 words per minute. Ability to operate a personal computer and related software. Ability to communicate clearly and concisely both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

TERMS OF EMPLOYMENT:

12 months

Level 112 Pay Scale

EVALUATION:

Performance of this job will be evaluated annually according to Board Policy.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Updated 2025