Administrative Assistant II (Office of Schools)

Office of Schools

Support Staff - Position - Secretarial/Office Support - Administrative Assistant

Job Number : 4600260643

Start Date :

Open Date : 07/26/2022

Closing Date : 10/31/2022

POSITION SUMMARY:

• The Administrative Assistant II (Office of Schools) develops workflow procedures in accordance with system policies and procedures.

• Trains staff, monitors quality of work and makes recommendations for improvement.

• Individuals in this position report to a Executive Director or Director.

• May serve as a lead or supervisor depending upon the organizational structure within the assigned unit, division, or department.

• The work performed by individuals in this job is confidential in nature.

ESSENTIAL DUTIES:

• Provides administrative support including drafting and typing memos, correspondence, forms and other materials to disseminate information or provide notification.

• Answers phone, schedules appointments, and provides information regarding office district policies and procedures.

• Screens, responds to, and/or distributes mail as appropriate.

• Receives phone calls and walk-in visitors.

• Schedules appointments and meetings to maintain calendar.

• Attends meetings to provide or obtain information.

• Obtains, compiles, organizes, and prepares information and data for various reports, meetings/board agendas, ensuring information packages are complete and meet guidelines for submittal.

• May act as Timekeeper for the department.

• Coordinates special administrative projects as assigned to include assigning work, providing project information, giving guidance in support of project objectives, and prepares final report.

• Acts as lead to other staff ensuring smooth workflow, coverage of a position in absence of employee, and assists in interpreting policies, procedures, and processes and clarifies as appropriate.

• Makes travel arrangements including accommodations, rental cars, and airline reservations.

• Reviews expense reports for completeness/submits for reimbursement.

• Performs other duties as assigned by the appropriate administrator.

• Required to attend scheduled shift during regular business hours as mandated.

Requirements :

EDUCATION:

• HS Diploma or GED required
• Bachelor's Degree preferred

WORK EXPERIENCE:

• 2 years of clerical experience with high competency in office software. Experience working in a fast-paced urban school district or comparable governmental/public sector work, preferred.

KNOWLEDGE, SKILLS & ABILITIES:

Advanced principles of office administration and systems, office technology, and workflow. Advanced office procedures, including filing systems, record keeping systems, business correspondence, and reporting formats. Advanced computer operating techniques related to administrative and financial record keeping, databases, text processing, reporting, and presentations. Effective communication (written and oral). Proficiency with all Microsoft Products as well as ERP (Lawson or similar system), SharePoint and applicable HR information systems (ie, can perform mail merges functions and implement formulas into spreadsheet), and effective problem-solving skills. Leadership and problem-solving skills. Plans and organizes work, schedules, and procedures. Able to carry on several simultaneous assignments, with close attention to schedules and deadlines. Meets deadlines and learns processes with little to no documentation. Works independently, with little direction exercising good judgment. Read, interpret, explain, and follow rules, regulations, policies, and procedures. Works independently and confidentiality with confidential, privileged, sensitive records, materials, and information. Performs basic mathematics functions and maintains accurate financial and statistical records. Speaks tactfully and courteously in English with staff and the public and is sensitive to cultural, developmental, religious, and ethnic diversity of students and community.

Compensation :

SALARY GRADE: 122

SALARY RANGE: APS Salary Schedule (All Positions)

WORK DAYS: 252 Days (Annual Duty)

FLSA Status : Non-Exempt

Employment Category :
Classified

Reports to: : Director (Student Discipline)