District Level Department Administrative Assistant II - Counseling

District Level Department Administrative Assistant II

Responsible for providing a wide variety of complex and confidential administrative and secretarial support to the assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

Essential Job Functions

• Performs a variety of complex office and clerical work for administrators and staff, independently. Assist as the primary office support for administrators at the department level or equivalent, such as word processing, financial recordkeeping, scheduling, calendaring, arranging meetings, etc.
• Deals with non-routine matters requiring research, investigation or analysis, and knowledge of departmental issues and address appropriately.
• Exercises judgment and independent thinking relative to anticipating requirements of administrators and staff for information, assembles information for upcoming reports, and tracks events or situations to keep administrators and staff informed.
• Performs varied and highly responsible, often confidential, office and secretarial work for administrators and staff in the executive and department offices.
• Meets strict deadlines, coordinate, collect, proofread/edit, and work closely with administrators and the administrative service manager to finalize and ensure timely delivery of material for meetings.
• Exercises considerable initiative to resolve problems and to anticipate and respond to office secretarial/clerical needs.
• Work involves frequent contact with leaders and other organizations, requiring sensitivity, good judgment and strong interpersonal skills.
• Maintains confidentiality as required by Board of Education policy and/or state or federal law.
• Interacts with all aspects of the school community and the school system.
• Performs a variety of secretarial and office support duties such as answering the telephone, take messages, screen and route calls, maintain files, etc.
• Receives and greets visitors and determine the nature of their business, assisting as needed or refer to other staff/office as appropriate.
• Participates in meetings, trainings, workshops, professional learning, etc. conveying and/or gathering information required to perform job functions.
• Processes time and attendance as necessary.
• Schedules and maintains executive and department director's calendars, arrange appointments, meetings with staff, business and community leaders, state and local government officials, attorneys, Board members, etc.
• Researches, compiles, creates and distributes reports to the director and/staff or other stakeholders as directed by the supervisor.
• Answers inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions.
• Maintains office or unit records for program and process actions including those regarding procurement and fiscal matters.
• Performs related duties as required / assigned.

Qualifications and Requirements

• Education and Experience: High School Diploma or its equivalent. Minimum of four (4) years of job related experience with increasing levels of responsibility is required.
• Certificates, Licenses and Other Special Requirements: Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required.
• Knowledge, Skills, and Abilities: Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices. Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions. Skill based competencies required to perform the functions of the job, including operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications. Ability to analyze situations to define issues and draw conclusions. Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment. Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods. Ability to work with diverse individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment. Ability to analyze issues and create action plans. Ability to collaborate and communicate effectively with internal and external stakeholders. Ability to apply critical thinking/problem solving to improve work processes. Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities. Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement. Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements

• Work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is sedentary work that requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.
• Must possess the physical ability to perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: balancing, climbing, crawling, crouching, feeling, grasping, handling, hearing, kneeling, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity and walking