OB TITLE: ADMINISTRATIVE ASSISTANT OPERATIONS

FLSA STATUS - NON-EXEMPT

BENEFIT STATUS: FULL TIME

SALARY RANGE: $3213.00 TO $4107.00

GENERAL STATEMENT OF JOB

Under minimal supervision performs highly skilled and responsible secretarial and administrative work in support of a central office addition to the generic duties and responsibilities below a list of more specific duties may be included according to the needs of the individual position. Reports to Assistant Superintendent - Operations.

DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• Serves as the personal and confidential secretary to the Assistant Superintendent of Operations.
• Schedules coordinates and processes Student Transfers Student Remains Employee Children Reassignments and Release Forms. Requires working knowledge of the same.
• Handles the mechanics of planning major meetings takes and prepares agendas and minutes when appropriate and follows through on matters requiring correspondence.
• Reviews incoming mail to keep informed on the status of matters being handled by the office; refers important correspondence to supervisor or appropriate staff member; and holds specially assigned correspondence and independently prepares appropriate replies.
• Prepares correspondence; reviews and edits correspondence prepared by staff members for the supervisor; and checks for correct grammar proper format and necessary attachments.
• Receives and screens telephone calls and visitors; offers correct appropriate information regarding Operations activities and programs; and refers calls or visitors to other appropriate staff members as needed or required.
• Responds to complaints and requests for information within the scope of responsibilities.
• Arranges supervisors appointments; procures travel orders and vouchers; assembles pertinent materials for supervisors use; and coordinates and makes travel arrangements for Assistant Superintendent and other staff as directed.
• Uses general office machines such as copiers calculators computers etc.
• Updates a variety of information using various computer databases
• Accesses Infinite Campus to obtain Student Information as needed.
• Assists Data Managers Guidance Staff and Parents with enrollment as needed.
• Requires working knowledge of Basic Custody Agreements.
• Serves as District Administrator for FS Direct (Facility Scheduling) RAVE and SafeVisitor security systems.
• Requires working knowledge of the Catawba County GIS to determine school assignment for students.
• Coordinates Out of County Tuition with the Finance Department.
• Notarizes documents when necessary.
• Coordinates certification process for Notary Public at each school site.

ADDITIONAL JOB FUNCTIONS

Assists in a variety of department operations; performs special projects and assignments as requested; and prepares reports.

• Gathers assembles and summarizes data and information and puts it into usable form.
• Prepares correspondence materials purchase orders etc. for special projects and initiatives.
• Proofreads and edits documents generated by the department.
• Recommends improvements in workflow procedures and use of equipment and forms. Participates in the duties related to the administration of an office.
• Performs other related duties as assigned by the administrator/supervisor.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school with preference given to an Associates degree in secretarial science or office management and five years of increasingly responsible secretarial experience in an educational setting; or an equivalent combination of education training and experience that provides the knowledge skills and abilities required to perform the job functions. Basic conversational skills in Spanish preferred. Strong computer proficiency and strong verbal organizational and interpersonal skills required.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Requires light physical work. Must be able to lift boxes to ten pounds. Must be able to sit at a computer for extended periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable functional structural or composite characteristics of data people or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions assignments or directions to subordinates or assistants.

Language Ability: Requires the ability to read simple forms. Requires the ability to prepare time sheets and supply requisitions using the prescribed format.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude: Requires the ability to record and deliver information to explain procedures to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.

Numerical Aptitude: Requires the ability to add subtract divide and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate to high levels of stress.

Physical Communications: Requires the ability to talk write and hear.

KNOWLEDGE SKILLS AND ABILITIES

• Ability to supervise and direct subordinates.
• Ability to reason make judgments and maintain effective working relationships with others in exercising discretion and action in the performance of assigned work.
• Ability to utilize positive human relation skills with all staff parents students and the public in fulfilling requests for assistance as appropriate.
• Skills of keyboarding with accuracy at the speed necessary for the position.
• Skills in operating a computer with word processing and spreadsheet applications. Considerable knowledge of office practices and procedures.
• Ability to compile and summarize information.
• Ability to resolve problem situations with sound judgment.
• Considerable ability to communicate effectively both orally and in writing. Ability to demonstrate proper telephone etiquette.
• Ability to maintain confidentiality.
• Ability to exercise independent judgment and initiative in completing work assignments.
• Knowledge of report writing.
• Ability to compose correspondence independently. Ability to work in the absence of supervision.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.

DISCLAIMER

This job description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees in this job. It is not a contract or guarantee of employment salary or benefits.

Required Experience:

Junior IC