Administrative Assistant Ii

Position Type:
School / Department Support/Administrative Assistant
Date Posted:
11/1/2023
Location:
Manchester Central High SchoolMinimum Qualifications and Requirements:

• Graduation from High School or possession of a GED, preferably supplemented by additional training in office management; and
• Extensive experience in general office operations; or
• Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work for the position.
• Thorough knowledge of modern office procedures, practices and equipment.
• Thorough knowledge of modern office filing systems and procedures.
• Thorough knowledge of modern standard bookkeeping principles, practices and procedures.
• Ability to maintain confidentiality at all times.
• Ability to prepare correspondence according to standard business practices.
• Ability to accurately type correspondences, reports and memoranda.
• Ability to complete financial processing procedures.
• Must comply with all Manchester School District policies and Departmental rules, procedures, practices and objectives.
• Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language.
• Ability to understand and follow oral and/or written policies, procedures and instructions.
• Ability to prepare and present accurate and reliable reports containing findings and recommendations.
• Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks.
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
• Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology.
• Integrity, ingenuity and inventiveness in the performance of assigned tasks.

Specific Core Function: Performs a variety of general office clerical and confidential administrative support duties for a Department Head; performs directly related work as required.
Note: The principal function of an employee in this class is to provide clerical support to a Department Head in addition to customer service to the public. The work is performed under the supervision and direction of an assigned supervisor but considerable leeway is granted for the exercise of independent judgment and initiative. This class is distinguished from the class of Administrative Assistant I by the performance of confidential secretarial duties for a Department Head. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with other employees, business and community organizations and the public. The principal duties of this class are performed in a general office environment.
Responsibilities of the Position:

• Performs confidential secretarial duties for a Department Head, including assuming direction or oversight over other personnel in distributing directives and monitoring programmatic activities;
• Prepares correspondence, reports, lists and other documentation as instructed and requested by designated office personnel;
• Interprets and applies Departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;
• Transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions and other related materials, including confidential correspondences and reports;
• Prepares special reports as requested;
• Copies, packages and distributes a variety of written materials as requested by other designated office personnel;
• Answers Department telephone calls, receives and greets visitors to the Department and provides information to or refers callers and visitors to other appropriate Departments;
• Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested using traditional filing systems or databases as necessary;
• Processes accounts payable, accounts receivable and/or payroll as necessary;
• Screens visitors, telephone calls, faxes, mail and messages directed to office personnel;
• Listens to and directs comments and complaints from the public relating to Department operations and takes appropriate action to resolve and refer such complaints;
• Requisitions supplies and materials for the Department as requested;
• Oversees petty cash account;
• Opens and distributes mail throughout the department;
• Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of positions;
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Attends meetings, conferences, workshops and training sessions and reviews publications and audio-visual materials to become and remain current on the principles, practices and new developments in assigned work areas;
• Responds to citizens' questions and comments in a courteous and timely manner;
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;
• Performs other directly related duties consistent with the role and function of the classification.

Essential Physical Abilities:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively.
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review a wide variety of materials in electronic or hardcopy form.
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate a personal computer, telephone and related equipment.
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to function within the general office environment.

Specified Length/Hours of Position: This position is an affiliated (MESPA) position. Hours/days of position depend upon assignment in conformance with the Collective Bargaining Unit agreement.
Evaluation: Performance of this position will be evaluated by the Immediate Supervisor.
Compensation: $18.90 per hour; full benefits package
Application Procedure:The Manchester School District uses this Applicant Tracking on-line application platform - click the red APPLY button above to start your application. Upload resume, cover letter, official transcripts and 3 hand-signed letters of reference dated within 12 months of application. Any reference letters not hand-signed will not be accepted. The Manchester School District's website is www.mansd.org.