Administrative Assistant-District

Purpose Statement The job of Administrative Assistant - District is done for the purpose/s of supporting the educational process with specific responsibilities for providing a wide variety of complex and confidential administrative and secretarial support to assigned Associate Superintendent; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities. This job is distinguished from similar jobs by the following characteristics: This job reports to Assisgned Administrator Essential FunctionsCompiles data from a wide variety of sources (e.g. enrollment, student, testing, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.Coordinates a wide variety of projects, functions and/or program components (e.g.

Professional Development workshops, training, District level testing, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.Maintains a wide variety of confidential and non-confidential manual and electronic documents files and records (e.g. enrollment information, cash management reports, contracts, testing materials and information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.Monitors a wide variety activities on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, work order status, budget, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.Participates in a variety of meetings, workshops, and/or training (e.g.

student hearings, etc.) for the purpose of providing or receiving information, recording minutes, translating and/or supporting the needs of the attendees.Prepares a wide variety of reports, documents and correspondence of a confidential and nonconfidential nature (e.g. letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, agendas, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.Processes a wide variety of documents and materials (e.g. contracts, testing documents, student transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.Procures supplies and materials (e.g.

testing materials, etc.) for the purpose of maintaining availability of required items.Reconciles account balances for assigned budget categories (e.g. credit card purchases, etc.) for the purpose of maintaining accurate account balances.Represents the Associate Superintendent in their absence for the purpose of conveying and/or gathering information required for their functions.Researches a variety of topics (e.g. current practices, policies, education codes, agenda items, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.

Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for assigned administrator.Supports Associate Superintendent for the purpose of providing assistance with their functions and responsibilities.Troubleshoots District testing problems for the purpose of resolving issues.Other Functions Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.Job Requirements:Minimum Qualifications Skills, Knowledge and Abilities SKILLS are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions.

Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications, preparing and maintaining accurate records; and planning and managing projects.KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods.

Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate.

Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities, communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, setting priorities, working as part of a team, and working with frequent interruptions. ResponsibilityResponsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; monitoring budget expenditures. utilization of some resources from other work units is often required to perform the job's functions.

There is a continual opportunity to impact the organization's services. Working EnvironmentThe usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 85% sitting, 10% walking, and 5% standing.

This job is performed in a generally clean and healthy environment. Experience: Job related experience with increasing levels of responsibility is required. Education: Community college and/or vocational school degree with study in job-related area.

Required Testing Clearances Certificates Continuing Educ./Training Criminal Justice Fingerprint/Background Clearance Pre-Employment Proficiency Test FLSA Status Approval Date Salary Range Non Exempt 07/13/13 XV