Administrative Assistant II- Technology

Fayette County Public Schools, KY

JOB DESCRIPTION - Administrative Assistant II

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description.

Administrative Assistant II

Job Class Code: 7762

Position Type: Hourly

Job Type: Classified

Pay Grade*: G 04

(*salary calculations are based on verified education and related experience levels)

Reports To: Superintendent's Designee

Supervises: N/A

Work Calendar Name: 12 month hourly FT

Days in work calendar: 251

JOB SUMMARY

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.

ESSENTIAL JOB FUNCTIONS

• 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 purchase orders, payroll and other 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 timelines, 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 the novice level of proficiency.
• Performs other duties as assigned.
• Maintains regular attendance.

• 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.
• Perform secretarial and administrative assistant 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 timelines.
• 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.

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

• N/A

• 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.