Administrative Assistant II (Partnerships & Development)
PARTNERSHIPS AND DEVELOPMENT

Support Staff - Position - Other - Other

Job Number: 4600184878

Start Date:

Open Date: 07/31/2019

Closing Date: 08/16/2019

POSITION SUMMARY

• The Administrative Assistant II (Partnerships & Development) provides administrative support to the Partnerships and Development Department and the Family Engagement Department
• The Administrative Assistant II works closely with departmental colleagues and other administrative staff on meeting and travel planning, expense management, document development, and process coordination to facilitate excellent collaboration for information flow.
• In addition to the specific requirements below, the candidate should possess a strong work ethic, judgment
• discretion to handle confidential information, and the ability to quickly learn software and systems, and be proficient at setting priorities and anticipating needs.
• The position requires knowledge of the Microsoft Office Suite and other commonly used software and web-based applications and database management.

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.
• Inputs data as directed on proposals and gifts, and current and prospective donors, in a timely and accurate fashion, using good judgment to maintain the integrity, confidentiality, and usefulness of the data.
• Researches individual and institutional prospects, providing information in formats such as briefings, profiles, and
• bios, as needed to remain within the guidelines of departmental policies, procedures, and training.
• Tracks and proactively provides information within Partnerships and Development regarding grant report deadlines, to help meet and exceed donor expectations.
• Supports team and district event coordination.
• Supports the Family Engagement Department and Division of Engagement as needed.
• Performs other duties as assigned by the appropriate administrator.
• Required to attend scheduled shift during regular business hours as mandated.

Requirements:
MINIMUM REQUIREMENTS
EDUCATION:
? High School Diploma or GED required.
? Bachelor's degree preferred.
CERTIFICATION/LICENSE:
? Valid driver's license and availability of private transportation.
W O RK 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: FY'20 APS Salary Schedule (All Positions)
Work Year: Annual

FLSA Status: Non-Exempt

Employment Category: Classified

Reports to: Executive Director (Partnerships and Development)