Administrative Assistant Student Support Services

Position Title:Administrative Assistant
Department: School Performance / Athletics / Safety
Supervisor: Executive Director(s)
Term of Employment: 12 Months
Salary Classification: 13

Job Summary: Performs a variety of complex administrative financial and secretarial duties to support the daily operations of assigned departments. Coordinates departmental activities manages budgets and purchasing maintains confidential records organizes meetings and events and serves as a liaison between schools departments vendors students parents and the community.

Essential functions as defined under the Americans with Disabilities Act may include but are not limited to the following tasks duties knowledge skills and other characteristics. This list is illustrative only and is not intended to be a comprehensive listing of all functions and tasks performed by incumbents in this classification.

ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following:

• Schedules meetings conferences interviews in-services and workshops and maintains schedule of appointments.
• Prepare edit and distribute correspondence reports presentations agendas meeting materials and other departmental communications.
• Coordinate and prioritize departmental projects assignments and timelines while communicating updates and providing procedural guidance to staff.
• Manage department budgets grants capital expenditures and financial records; monitor revenues and expenditures to ensure compliance with District policies and purchasing procedures.
• Prepare requisitions purchase orders contracts agreements applications and payment documentation; obtain quotes coordinate with vendors verify invoices and monitor expenditures.
• Maintain confidential personnel student financial and departmental records databases and filing systems in accordance with District requirements
• Coordinate departmental events trainings student travel request workshops and other activities by arranging logistics facilities transportation communications and schedules as assigned.
• Process payroll documents employee attendance records timesheets travel reimbursements mileage claims and other personnel-related transactions.
• Schedules employment interviews conducts reference checks processes payroll actions and maintains attendance payroll records timesheets travel reimbursement & mileage forms.
• Responds to inquiries from staff vendors contract providers contractors parents students and the community.
• Processes and monitors a variety of agreements contracts and applications.
• Demonstrate initiative sound judgment professionalism confidentiality and exceptional customer service while supporting departmental goals.
• Perform other duties as assigned.

KNOWLEDGE AND SKILLS

• Knowledge of applicable federal state county and local laws regulations and District policies and procedures.
• Knowledge of office administration customer service business office operations records management bookkeeping budgeting grant accounting payroll and purchasing procedures.
• Knowledge of business English grammar spelling proofreading and professional correspondence.
• Skill in organizing multiple priorities coordinating projects and meeting deadlines with accuracy and attention to detail.
• Skill in preparing reports spreadsheets presentations financial documents and correspondence.
• Skill in interpreting and applying policies procedures financial guidelines and administrative regulations.
• Skill in maintaining confidential information and exercising sound judgment.
• Skill in establishing and maintaining effective working relationships with employees administrators students parents vendors contractors and the public.
• Skill in operating computers and standard office equipment utilizing Microsoft Office financial systems databases and other business software applications.

MINIMUM QUALIFICATIONS: High School Diploma or GED and two (2) years of progressively responsible administrative or secretarial experience in a professional office; or any equivalent combination of education and experience that provides the required knowledge skills and abilities.

OTHER REQUIREMENTS

• Possess or obtain a valid Arizona IVP Fingerprint Clearance Card.
• Successfully pass a background investigation.
• May be required to possess and maintain a valid Arizona drivers license.
• May be required to lift and carry supplies and materials weighing up to 20 pounds.