Overview
POSITION: Administrative Assistant
Purpose
The job of Administrative Assistant is done for the purpose/s of performing a variety of complex and responsible secretarial and clerical duties in support of an assigned department/program or school site; assisting the administrator with administrative matters requiring knowledge of department procedures and related County Office of Education policies; and planning, organizing and coordinating office activities and communications.
This job reports to the Assigned Administrator/Supervisor.
Essential Functions
Communicates with personnel, administrators, school districts, outside agencies, governmental organizations, students, parents and the public for the purpose of providing community and educational resources, exchanging information, coordinating activities, responding to inquiries, resolving issues or concerns, and/or directing individuals to appropriate staff.
Compiles and verifies data and information from a variety of sources (e.g. invoices, specialized reports, spreadsheets, queries, applications, attendance, web-based sources, etc.) for the purpose of assuring accuracy and completeness in compliance with financial, legal and/or administrative requirements.
Coordinates a variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, website, independent contracts for presenters, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
Greets individuals such as staff, administrators, parents, students, and the public for the purpose of providing assistance, responding to inquiries, resolving issues and/or directing individuals to appropriate location in accordance with established building security procedures.
Initiates and receives telephone calls and/or two way radio messages for the purpose of screening calls, relaying messages, transferring calls, responding to inquiries and/or resolving issues.
Maintains a wide variety of records, logs and reports related to programs, projects, students financial activity, personnel attendance, meeting and assigned duties for the purpose of providing up-to-date information to authorized personnel and outside agencies as appropriate and/or historical reference in accordance with established administrative guidelines and legal requirements.
Monitors work areas of office personnel for the purpose of maintaining a clean working environment for the office.
Participates in a variety of meetings, workshops, and/or trainings (e.g. Advisory Council, interagency meetings, monthly safety meetings, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
Performs a variety of clerical accounting duties as assigned (e.g. preparing and processing invoices and requisitions, researching grants, processing time sheets, submitting insurance claims, use departmental software to account for monies, receiving monies from training registrations, etc.) for the purpose of assisting in maintaining designated budgets as assigned and monitoring expenditures to assure compliance with established limitations and accounting procedures.
Prepares a variety of documents independently or from note or rough draft or oral instruction (e.g. forms, letters, memoranda, agenda items, minutes, contracts, manuals, brochures, reports, certificates, fliers, advertisements, lists, notices, requests, newsletters, training materials, budget reports, conference requests, agreements, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
Responds to a variety of emergency situations (e.g. accidents, injuries, bus equipment failures, staff absences/illnesses, disruptive student behaviors, etc.) for the purpose of taking the appropriate action to calmly diffuse adverse situations and resolve immediate safety and/or security concerns.
Schedules a wide variety of activities (e.g. appointments, meetings, activity schedules, calendars, special events, travel reservations/accommodations, conferences, facility usage, vendors, caterers, presenters, etc.) for the purpose of making necessary arrangements for assigned administrator or departmental staff.
Serves as a resource to a variety of internal and external parties (e.g. social workers, school district liaisons, caregivers in the Homeless and Foster Youth Programs, parents, students, public agencies, presenters, insurance agents, contract vendors, etc.) for the purpose of providing technical information related to department/program or site operations and related standards, programs, requirements, laws, rules, regulations, policies and procedures.
Supports other department or school site administrators, staff, and faculty as required for the purpose of providing secretarial assistance with their functions and responsibilities.
Other Functions
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; oral and written communication skills; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; and office practices and procedures; codes/laws/rules/regulations/policies; current office equipment and software technology; recordkeeping and record retention practices.
ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions.
Responsibility
Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job’s functions. There is a continual opportunity to have some impact on the organization’s services.
Working Environment
The usual and customary methods of performing the job’s functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some climbing and balancing, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 25% walking, and 15% standing. This job is performed in a generally clean and healthy environment.
Experience Job related experience with increasing levels of responsibility is required.
Education High school diploma or equivalent.
Equivalency Any combination equivalent to: graduation from high school and three years of increasingly responsible secretarial or clerical experience.
The stated education and experience requirements are the preferred minimum qualifications for this job. However, relevant experience to substitute for the education requirement and relevant education, certificates and/or licenses to substitute for the experience requirement may be allowed.
Required Testing
Certificates
Performance Testing
Continuing Educ./Training
Clearances
Department of Justice & FBI LiveScan Clearance
Pre-Placement Health Assessment
Tuberculosis Risk Assessment Clearance
FLSA Status Approval Date Salary Range
Non Exempt 20
Minimum Education and Experience