JOB TITLE: Administrative Assistant to Chief of Schools WAGE/HOUR STATUS: Non-exempt
REPORTS TO: Chief of Schools PAY GRADE: Para 075 (230 days)
DEPARTMENT: Academic Services DATE REVISED: June 2020
A Letter of Assurance will be issued for this position.
PRIMARY PURPOSE: Facilitate the effective operation of the Department of School Leadership and provide secretarial services to the Chief of Schools
QUALIFICATIONS:
Minimum Education:
High School Diploma or GED Certificate
Educational Secretary III Paraprofessional Certificate (Preferred)
Special Knowledge/Skills
Excellent word processing, database skills and file maintenance Effective organizational, communication and interpersonal skills Ability to work well under pressure
Ability to work simultaneously on several projects Excellent proofreading and writing skills Knowledge of budgets and accounting principles Knowledge of general office equipment
Ability to learn/use District software systems and operate computer/peripherals using a variety of applications
Bilingual (Spanish) a plus but not required
Minimum Experience:
Five years clerical/secretarial experience or other equivalent experience or background.
MAJOR RESPONSIBILITIES AND DUTIES:
- Perform secretarial duties for the Chief of Schools
- Prepare correspondence, requisitions, and reports, including but not limited to data and information for district personnel, patrons, and public
- Gather and prepare data and information for District personnel, patrons, and public, as well as assisting the Chief of Schools in preparing presentations
- Maintain records of department budget and perform accounting tasks following established district guidelines including, but not limited to, those related to budget, requisitions, purchase orders, work orders, and department’s travel arrangements.
- Enter on-line work order requests, electronic mail, and purchase orders as directed by the Chief of Schools
- Prepare Board agenda items as directed by the Chief of Schools
- Organize information and materials necessary for various meetings
- Assist in compiling information for preparing various reports for the Academic Services Department required by State and other agencies.
- Promote goodwill and effective public relations while maintaining confidentiality and loyalty to supervisor and to the school district
- Secure locations and necessary data and equipment for office and district-wide meetings, including notification of involved persons
- Receive incoming calls, take reliable messages, schedule appointments, and maintain calendars for the Chief of Schools
- Monitor, process and submit personnel payroll reports as required
- Handle incoming and outgoing mail for the Chief of Schools
- Maintain information of and comply with state, district and school policies or regulations concerning primary job functions
- Attend district meetings and compile minutes as needed
WORKING CONDITIONS:
Mental Demands:
Ability to communicate effectively (verbal and written); perform tasks with frequent interruptions; repetitive hand motions and prolonged use of computer; interpret policy and procedures; maintain emotional control and objectivity under stress.
Physical Demands/Environmental Factors:
Repetitive hand motions; prolonged use of computer; occasional light lifting of boxes or other materials
Safety:
Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidences immediately to supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.
The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed in this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Approved by: Chief of Schools
Reviewed by:
Date:
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