ADMINISTRATIVE ASSISTANT/OFFICE SUPPORT IV
: Job Details :

Position: Administrative Assistant Office Support IV Reports to: Assistant Superintendent of Academic Services Terms of Employment: 12 months Pay Grade: 66 Pay Range: $2,691.15 - $4,819.26 FLSA Status: Non-exempt Nature of Work An employee in this position provides top level office support by performing a large variety of complex duties reaching into most parts of the organization. Many actions taken by the employee are based on general methods, policies and purposes. The employee is expected to devise methods to produce the anticipated results. The job includes a variety of tasks, frequent interaction with staff and the public, and assignments that can be completed independently.Unusual situations arise with some frequency requiring discretionary judgment, analysis and independent action. Errors are not likely to be found before reaching the public or outside agencies and may be of such importance as to cause considerable loss of money, materials, prestige or goodwill for the entire school system. Education and Experience Minimum high school graduate or equivalent Two years post-secondary business/office education preferred Considerable office experience involving a large variety of complex duties is preferred Certification and Licensure Requirements (if applicable): Essential Functions/Typical Tasks Functions as primary office support for the Chief Academic Officer/Curriculum and Instruction Division Maintains data files, documents, correspondence, forms and other materials Scans information to departmental records according to standard procedures Answers incoming telephone calls and routes them to the proper personnel Answers questions regarding routine matters Performs routine clerical and typing duties Completes forms, notices, memos and other letters with designated or routine information Researches payroll information and employment verification (for all employees) for completion of a variety of verification forms in a timely manner Operates copying machines, adding machines, personal computers and other office equipment Summarizes statistics from various sources into comprehensive reports from limited instructions Prepares financial reports by selecting pertinent information and determining method of presentation Analyzes past expenditures and estimates future funding needs Gives a wide variety of information from all areas of the school organization Explains verbally and in writing history, intent and requirements of policies, regulations and programs Researches and composes drafts of materials for policy, publications, speeches and in reports Composes and types the final official minutes of designated meetings in prescribed format Attends meetings to select and report information needed by the division staff Studies incoming materials and determines whom to route for attention Performs other duties as assigned Knowledge, Skills, and Abilities Strong oral and written communication skills Computer skills required (demonstration may be required if interviewed) General knowledge of the operations of the division Knowledge and ability to use correct grammar, spelling and vocabulary Knowledge of modern office practices Ability to perform basic mathematical functions General knowledge of common word processing, spreadsheet and file maintenance programs Strong organization skills and the ability to work under strict timelines Ability to be tactful and courteous Ability to respond to questions based on considerable knowledge of the division Ability to understand and follow oral and written instructions Ability to type accurately at a moderate rate of speed Ability to file records and reports in proper sequential order Ability to establish effective working relationships with supervisors, coworkers and th general public Ability to gather information and to prepare standardized forms, letters and reports from that information Ability to operate common office machines Ability to process documents such as purchase orders, invoices, Ability to sort and distribute documents Ability to maintain complete and accurate records and to develop standard reports from those records Able to work in a high volume, fast-paced environment Physical Requirements Must be able to use a variety of automated office equipment such as computers, copiers, scanners, typewriters, calculators, Must be able to exert a negligible amount of up to 20 pounds of force frequently or 10 pounds constantly to lift, carry, push, pull, or otherwise move objects Due to amount of time spent standing and/or walking, physical requirements are consistent with those for light work Requires the ability to talk and hear. (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear) Must be able to communicate via telephone Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment Requires the ability to handle a variety of office machines, etc Must have minimal levels of eye-hand/foot coordination