Administrative Assistant

Location:

Recruiting Start Date:

Estimated Start Date:

The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time.

• Reports consistently for work as scheduled

• Performs other duties as assigned

• Attains proficient or higher evaluations on established Performance Standards

• Acts as a resource for inquiries from staff and community

• Answers telephone and greets visitors providing information and routing inquiries as appropriate

• Arranges schedules prepares agendas produces and disseminates minutes for stakeholder meetings and orientations

• Assists and manages calendar for the department leader and conference rooms

• Assists in the preparation and production of items related to grants and reports for the Colorado Department of Education district administration and the Board of Education

• Assists schedules and confirms appointments and meetings

• Attends professional meetings seminars and workshops

• Creates updates prepares collates analyzes and processes reports related to job-specific responsibilities

• Ensures ongoing compliance with applicable laws rules regulations and personnel administrative policies procedures and appendices

• Files and sorts a variety of documents including sensitive and confidential information

• Interprets explains and executes district rules regulations policies and procedures to staff and the public

• Maintains and prepares budget records and summaries

• Maintains department-related information related to position-specific responsibilities

• Maintains various databases reports and office filing systems including records retention

• Manages and updates department intranet page

• Manages budgeted funds

• Opens sorts and distributes incoming mail and prepares outgoing mail as requested

• Orders supplies for department

• Organizes and assists with department-sponsored events

• Organizes department-facilitated interview processes

• Performs a variety of bookkeeping procedures within the department and reconciles/tracks various accounts

• Performs a variety of duties using various types of office equipment.

• Performs a variety of typical functions of the office: typing filling answering the phone travel planning e-mail drafting memos etc.

• Performs routine activities related to departmental functions and job-specific responsibilities

• Prepares and coordinates travel documentation and arrangements

• Prepares and processes data and reports related to job-specific responsibilities

• Prepares Board of Education items including agendas memos and resolutions

• Prepares correspondence reports and updates lists related to job-specific responsibilities

• Processes information paperwork and files

• Processes purchase orders

• Provides assistance to district staff consistent with job-specific responsibilities

• Provides assistance to other department office staff

• Provides online research as requested

• Provides support for other department secretaries and Education and Administration Center administrative assistants as needed

• Supports school and department administration inquiries

• Transcribes proceedings of meetings and committees as requested

• Updates required state and federal compliance documents and notification processes

• Works with the department leader to provide the Superintendent Cabinet and Board of Education with timely information concerning appropriate committees and department information

Knowledge Skills and Abilities:

• Ability to create access input retrieve and manipulate information in various software systems

• Ability to establish and maintain effective working relationships with supervisors coworkers administrators departments other agencies and the general public

• Ability to follow oral and written instructions

• Ability to greet and interact with the public in a courteous and professional manner

• Ability to maintain confidentiality

• Ability to manage simultaneous demands and set clear priorities

• Ability to operate standard office equipment performing a wide range of tasks

• Ability to prepare correspondence on routine matters

• Ability to work flexible and extended hours

• Advanced knowledge of technology and related software utilized within department

• Demonstrates discernment excellence honesty integrity patience perseverance respect responsibility and trustworthiness

• Detail-oriented

• Energetic creative innovative flexible

• Excellent cooperative collaborative and problem-solving skills

• Experience with policies and procedures

• Knowledge of and demonstrated successful experience in human relations and communications

• Knowledge of office methods and procedures to include appropriate telephone etiquette

• Knowledge of record keeping and filing techniques

• Strong organizational interpersonal written listening and verbal communication skills

• Strong spelling punctuation and grammar skills

Work Environment: The work environment characteristics described here are representative of those a staff member typically encounters while performing the essential functions of this job. They are included for informational purposes and are not all-inclusive.

• The noise level in the work environment may alternate among quiet moderate and loud.

• The incumbent is frequently required to interact in person and through communication methods with the students public and/or other staff.

• The incumbent is required to work scheduled school/work hours and/or days.

• The incumbent may be required to work extended school/work hours and/or days as directed.

• Work is generally performed within a standard office environment.

Physical Demands: The following are some of the physical demands commonly associated with this position. They are included for informational purposes and are not all-inclusive. All physical demands if listed are considered essential functions

• Sits stands walks stoops kneels and crouches/squats while performing duties

• Has oral and auditory capacity enabling interaction interpersonally and/or through communication devices

• Uses eyes hands and finger coordination enabling the use of equipment and writing utensils

Cognitive Functions: The following are some of the cognitive functions commonly associated with this position. They are included for informational purposes and are not all-inclusive. The staff member may be required to analyze communicate compare compile compute coordinate copy evaluate instruct negotiate synthesize reason and use interpersonal skills.

Compensation Range:

Scheduled Weekly Hours:

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For more information on our benefits please visit Employee Benefits Academy District 20 ().

FLSA Status: