Ial Grant Administrative Assistant

Job Code: 7778
ADMINISTRATIVE SECRETARY I  
BASIC FUNCTION:
 
Perform a wide variety of specialized and responsible administrative support duties for an Assistant Superintendent or Project Director, organize and coordinate office activities and communications to assist the administrator with assigned functional areas of responsibility.
 
DISTINGUISHING CHARACTERISTICS:
 
Perform specialized and responsible secretarial and administrative support duties for an Assistant Superintendent, Executive Director or other high-level administrator.  Administrative Secretary II incumbents perform specialized and responsible secretarial and administrative support duties, and for this specific position, they work with groups of students when needed. This position is funded by the Innovative Approaches to Literacy grant and will be a direct support for helping the district meet the goals and objectives of the grant and will be a termed position. 
 
REPRESENTATIVE DUTIES:
 

• This position will be housed 50% in ACPC and 50% in ACIC and will be supporting the libraries in each building through cataloging, managing RFID systems and books, working with students, assisting with book giveaways, assisting with inventory, and numerous other responsibilities.  
• Work directly with students. 
• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to an assigned Assistant Superintendent, Executive Director, or other high-level administrator; interpret and apply rules and regulations as appropriate; perform duties to assist the administrator with administrative detail as appropriate. 
• Coordinate communication between the D district, students, vendors, other outside organizations, and the public; obtain and provide information, coordinate activities, and resolve problems.
• Research, review, check, correct, and compile a variety of information; verify data for accuracy, completeness, and compliance with established procedures; input and retrieve computerized data in computer systems as required.
• Prepare and maintain a variety of records, logs, and files, including information of a confidential nature; maintain confidentiality of information and records.
• Compile information and data for a variety of reports; organize, type, and print reports and other written materials related to assigned office functions.
• Type reports and other documents.
• Proficiently operate a computer and RFID system to maintain records and generate reports, lists, and other materials; utilize various software as required.
• Maintain compliance with established timelines, procedures, and standards of quality.
• Perform related duties as assigned.

 
KNOWLEDGE AND ABILITIES:
 
      KNOWLEDGE OF:
 

•      Modern office practices, procedures, and equipment.
•     Record keeping and report writing techniques.
•     Correct English usage, grammar, spelling, punctuation, and vocabulary.
•     District and grant goals, organization, operations, policies, and objectives.
•     Oral and written communication skills. 
•     Positive interpersonal skills using professionalism, tact, patience, and courtesy.
•     Telephone techniques and etiquette.
•     Operation of a computer and RFID terminal and a variety of other office equipment.

 
      ABILITY TO:
 

•          Perform administrative assistance duties.
•          Work with students and adults in a positive and meaningful way.
•          Read, interpret, apply, and explain rules, regulations, policies, and procedures.
•          Type at an acceptable rate of speed.
•          Work independently with little direction.
•          Establish and maintain effective working relationships with others.
•          Meet schedules and timelines.
•          Gathering and organizing data from a variety of sources.
•          Work confidentially with discretion.
•          Analyze situations accurately and adopt an effective course of action.
•          Communicate effectively both orally and in writing.
•          Work efficiently with many interruptions.
•          Operate a variety of office equipment, including a computer, calculators, and various software.
•          Maintain a variety of files, records, and logs.
•          Plan and organize work.
•          Perform other work as assigned.

 
EDUCATION AND EXPERIENCE:
 
Any combination equivalent to:  high school diploma or G.E.D. Certificate, and prefer at least four years of Administrative Assistant experience. 
REPORTS TO: The Project Director of IAL