Position Type:
Secretarial/Clerical/CLAS - 7762 - ADMINISTRATIVE ASSISTANT II

Date Posted:
1/20/2023

Location:
District Offices

Closing Date:
01/31/2023

TITLE: Administrative Assistant II
Grade 04
REPORTS TO: Director Fine Arts and Professional learning department.
SUPERVISES:
JOB FUNCTION: Perform a wide variety of specialized and responsible secretarial and administrative support duties for an Associate Director, Director, or Superintendent level administrator; organize and coordinate office activities and communications to assist the administrator with assigned functional areas of responsibility.

DUTIES AND RESPONSIBILITIES:

• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to an assigned Associate Director, Director, or Superintendent 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 administrator and District personnel, students, educational institutions, 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.
• Schedule meetings, conferences and appointments for assigned administrator; maintain administrator's calendar; arrange travel accommodations as necessary.
• Compile information and data for a variety of reports; organize, type and print reports and other written materials related to assigned office functions.
• Coordinate and compile Board Agenda materials.
• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
• Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents.
• Take and transcribe dictation of minutes, letters and memoranda, including materials of a confidential nature as required by the position; prepare correspondence and memoranda independently or from oral instructions.
• Operate a computer terminal and microcomputer to maintain records and generate reports, lists and other materials; utilize word processing and other software as required.
• Receive, process and route mail; order, issue and maintain department supplies, forms and equipment.
• Train and provide work direction to departmental clerical support staff as assigned; monitor office workflow and assure compliance with established time lines, procedures and standards of quality.
• Demonstrates the ability to communicate in more than one language or the willingness to learn to communicate in more than one language at a novice level of proficiency.
• Perform other duties as assigned.
• Maintain regular attendance.

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 organization, operations, policies and objectives.
• Oral and written communication skills.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Operation of a computer terminal and a variety of other office equipment including calculator, copiers and dictation equipment.

ABILITY TO:

• Perform secretarial and administrative assistance duties.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Type at an acceptable rate of speed.
• Take and transcribe dictation at an acceptable rate of speed.
• Work independently with little direction.
• Establish and maintain effective working relationships with others.
• Meet schedules and time lines.
• Prepare reports by 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 computer terminals, calculator, copiers and other equipment as required.
• Make arrangements for meetings and conferences.
• Maintain a variety of files, records and logs.
• Plan and organize work.
• Provide work direction to others as assigned.

PHYSICAL DEMANDS:

• Work is performed while standing, sitting and/or walking.
• Requires the ability to communicate effectively using speech, vision and hearing.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires bending, squatting, crawling, climbing, reaching.
• Requires the ability to lift, carry, push or pull light weights, up to 30 pounds

EDUCATION AND EXPERIENCE:

• High school diploma or G.E.D. Certificate and four years of responsible secretarial experience involving the use of word processing and record-keeping software.

Application Procedure:
Apply online

Contact: katherine.lowther@fayette.kyschools.us

Grade 04

MUST TAKE AND PASS A BOOKKEEPER, WORD AND EXCEL ASSESSMENT WITH A 75% OR HIGHER. CLERICAL ASSESSMENTS WILL BE SCHEDULED VIRTUALLY VIA OUR TESTING PLATFORM.