DEFINITION

Under direct or general supervision, perform a variety of administrative, secretarial and office support duties of considerable complexity requiring thorough knowledge of the program, department and/or District procedures, policies and operational details; provide administrative support to management and departmental staff; compose and prepare correspondence using considerable judgment in content and style; perform skilled word processing, data entry and typing; provide information to the public and staff; provide assistance for a wide variety of assignments related to administration of budgets, contracts, research projects and department programs; and perform related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receive general supervision from assigned supervisory or management personnel.  May exercise functional or technical direction to assigned office support staff.

CLASS CHARACTERISTICS

This is a mid-level class in the Administrative Assistant series.  Incumbent at this level is capable of performing more complex administrative and office support duties, including assisting in District-wide projects, department-related projects and programs, budget and grant administration and database maintenance.  Employee is required to be fully trained in all procedures related to their assigned area(s) of responsibility, working with a moderate degree of independent judgment, tact and initiative.  The work requires interpretation and application of program, department, District policies, procedures and regulations and may involve frequent contact with the public.  Incumbent at this level is distinguished from the “Administrative Assistant I” level by the performance of a wider range of duties as assigned, working more independently and exercising a higher level of judgment and initiative. 

EXAMPLES OF ESSENTIAL FUNCTIONS

Incumbent may perform any combination of the essential functions shown below.  This position description is not intended to be an exhaustive list of all of the duties, knowledge and abilities associated with this classification, but is intended to accurately reflect the principal job elements. All of the duties listed below are considered to be “essential” with the exception of “Other duties as assigned.”

>  Provide administrative support to management and departmental staff by assisting with duties of a complex nature, including preparing Board agenda packets; act as a liaison between management and other District staff or the public, coordinating resolutions when appropriate.

>  Assist or administer assigned department projects and/or programs as assigned by management staff; provide assistance to department staff in various research and department-related projects.

>  Organize and carry out administrative assignments; research, compile and summarize information and data for administrative, statistical, budgetary and financial reports; check and tabulate standard mathematical or statistical data; prepare and assemble reports, manuals, articles, announcements and other informational materials.

>  Assist with budget administration for assigned department or program, including maintaining and tracking expenditures, revenues and assisting with grants administration.

>  Maintain and update departmental record systems and specialized databases; enter and update information with departmental activity, program information and report summaries; retrieve information from systems and specialized databases as required.

>  Compose, type, edit and proofread a variety of complex documents including: contracts, forms, memos, administrative, statistical, financial, staff reports and correspondence; input and retrieve data; check draft documents for punctuation, spelling and grammar; make or suggest corrections.

>  Prepare and process reports, forms and records, such as requests for payments, purchase orders, invoices, credit card statements, work orders, timesheets, contracts and agreements.

>  Answer and screen telephone calls; greet and assist students, parents and other visitors and directs to appropriate locations and/or staff; listen to questions and interpret and apply regulations, policies, procedures, rules and precedents according to existing guidelines; respond to public and staff inquiries and complaints; coordinate or resolve problems of a moderate nature when appropriate; direct callers to appropriate District staff as necessary.

>  Develop and implement file, index, tracking and record keeping systems; update Board policies for assigned program or department; research records within areas of assigned responsibility to prepare reports and provides follow-up information to customer and staff inquiries.

>  Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply departmental and program policies and procedures in determining completeness of applications, records and files.

>  Monitor and order office and other related supplies; prepare, process and track purchase requisitions for services and materials; receive vendor invoices; prepare request for payment for department head approval.

>  Maintain calendars and schedules and/or coordinates meetings, seminars, conferences and training sessions for staff; schedule meetings between District staff or between District staff and other groups or organizations; arrange for necessary setup and materials to be available at meetings.

>  May translate reports, correspondence, minutes, handouts and other documents; attend meetings and provide translation services for parents and staff as needed.

> Drive a vehicle to conduct work.

>  Oversee all clerical functions of assigned documents.

> Use tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines.

> Establish, maintain and foster positive and effective working relationships with those contacted in the course of work.

>  Perform other related duties as assigned.

QUALIFICATIONS

Knowledge of:

>  Modern office practices, methods and computer equipment and applications, including word processing, database and spreadsheet applications.

>  Applicable Federal, State and local laws, regulatory codes, ordinances and procedures relevant to assigned area of responsibility.

>  Business letter writing and the standard format for reports and correspondence.

>  Principles and practices of data collection and report preparation.

>  Record keeping principles and procedures.

>  Business mathematics and basic statistical techniques.

>  Correct English usage, spelling, vocabulary, grammar and punctuation.

>  Techniques for providing a high level of customer service by effectively dealing with parents, students, community members and staff.

>  Interpersonal skills using tact, patience and courtesy.

>  General safe work practices and District safety practices.

Ability to:

>  Perform responsible administrative and secretarial support work with accuracy, speed and general supervision.

>  Provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion.

>  Understand the organization and operation of the District as necessary to assume assigned responsibilities.

>  Maintain consistent, punctual and regular attendance.

>  Maintain personal appearance, grooming and language patterns that provide a satisfactory example to the public and pupils.

>  Demonstrate the personal characteristics generally recognized as essential for public employees, including: integrity, initiative, emotional maturity, dependability, courtesy, good judgment and ability to work cooperatively.

>  Be reliable and adaptable; have a personal warmth and ability to empathize.

>  Interpret, apply and explain administrative, program, departmental and District policies and procedures.

>  Compose routine and specialized correspondence and reports using proper grammar, spelling, punctuation and vocabulary with superior proficiency from brief instructions.

>  Respond to and effectively prioritize multiple phone calls and other requests for service.

>  Maintain confidentiality of records including payroll and health benefits records.

>  Make accurate mathematical, financial and statistical computations.

• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.

>  Establish and maintain a variety of filing, record keeping and tracking systems.

>  Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities and meet critical time deadlines.

>  Operate modern office equipment including computer equipment and specialized software application programs.

>  Use English and Spanish effectively to communicate in person, over the telephone and in writing.

>  Meet the physical demands and environmental elements required by the position.

>  Type at 55 WPM net corrected.

>  Use tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines.

>  Establish, maintain and foster positive and effective working relationships with those contacted in the course of work.

>  Use positive techniques for providing a high level of customer service by effectively dealing with parents, students, community members and staff.

> Utilize interpersonal skills using tact, patience and courtesy.

>  Observe all District safety work practices and policies.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Education:

>  High school diploma or equivalent.

> College-level coursework and/or technical training in secretarial science and/or office administrative support.

 Experience:

>  Three (3) years of increasingly responsible secretarial experience, involving frequent contact with public.

Licenses and Certifications:

Licenses and Certifications are conditions of initial and continuing employment.

>  Possession of and ability to maintain a valid California Driver’s License.

>  Proof of appropriate valid auto insurance coverage required at the time of appointment.

>  Submit at applicants own expense, his/her DMV motor vehicle driving record at the time of appointment.  Failure to meet this requirement may result in disqualification.

>  Mileage reimbursements are available for employees required to drive a personal vehicle.

>  Possession of or ability to obtain a First Aid Certificate and CPR Certificate within the first six (6) months of employment.

other requirements:

This classification may require the ability to communicate effectively in Spanish, both orally and in writing, and pass a District bilingual test.

Other skills/performance tests may be required depending on the assignment.  These may include, but are not limited to, writing, math, excel and other job based skill/competence assessments. 

WORKING CONDITIONS

The work environment and physical demands of the positions as described are representative of those that must be met by an employee to successfully perform the essential functions. Reasonable accommodations may be made to enable individual to perform the essential functions of a specific position.  These physical standards are generic in nature and tasks may vary dependent on school site or specialized department assignment.

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer. Vision abilities required include close vision, color vision, distance vision, peripheral vision, use of both eyes and the ability to adjust focus; vision to read printed materials, a computer screen and to drive a vehicle to conduct work. Hearing and speech abilities required to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required.  Finger dexterity is required to access, enter and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.  Employee occasionally bends, stoops, kneels, reaches overhead, above the shoulders and horizontally to store and restore supplies, pushes and pulls drawers open and closed to retrieve and file information.  Employee must possess the ability to lift, carry, push and pull materials and objects up to 40 pounds.

Environmental Elements

Employee works primarily in a classroom and/or office environment with moderate noise levels, controlled temperature conditions and little direct exposure to hazardous physical substances.  Drive a vehicle to conduct work. Employee may interact with upset staff, students and/or public and private representatives in interpreting and enforcing departmental policies and procedures. Personal security cannot be guaranteed at all times. Stress is an integral part of this job in dealing with people and meeting deadlines and workload requirements.