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-exemptNature of WorkAn 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 ExperienceMinimum high school graduate or equivalentTwo years post-secondary business/office education preferredConsiderable office experience involving a large variety of complex duties is preferredCertification and Licensure Requirements (if applicable):Essential Functions/Typical TasksFunctions as primary office support for the Chief Academic Officer/Curriculum and Instruction DivisionMaintains data files, documents, correspondence, forms and other materialsScans information to departmental records according to standard proceduresAnswers incoming telephone calls and routes them to the proper personnelAnswers questions regarding routine mattersPerforms routine clerical and typing dutiesCompletes forms, notices, memos and other letters with designated or routine informationResearches payroll information and employment verification (for all employees) for completion of a variety of verification forms in a timely mannerOperates copying machines, adding machines, personal computers and other office equipmentSummarizes statistics from various sources into comprehensive reports from limited instructionsPrepares financial reports by selecting pertinent information and determining method of presentationAnalyzes past expenditures and estimates future funding needsGives a wide variety of information from all areas of the school organizationExplains verbally and in writing history, intent and requirements of policies, regulations and programsResearches and composes drafts of materials for policy, publications, speeches and in reportsComposes and types the final official minutes of designated meetings in prescribed formatAttends meetings to select and report information needed by the division staffStudies incoming materials and determines whom to route for attentionPerforms other duties as assignedKnowledge, Skills, and AbilitiesStrong oral and written communication skillsComputer skills required (demonstration may be required if interviewed)General knowledge of the operations of the divisionKnowledge and ability to use correct grammar, spelling and vocabularyKnowledge of modern office practicesAbility to perform basic mathematical functionsGeneral knowledge of common word processing, spreadsheet and file maintenance programsStrong organization skills and the ability to work under strict timelinesAbility to be tactful and courteousAbility to respond to questions based on considerable knowledge of the divisionAbility to understand and follow oral and written instructionsAbility to type accurately at a moderate rate of speedAbility to file records and reports in proper sequential orderAbility to establish effective working relationships with supervisors, coworkers and th general publicAbility to gather information and to prepare standardized forms, letters and reports from that informationAbility to operate common office machinesAbility to process documents such as purchase orders, invoices,Ability to sort and distribute documentsAbility to maintain complete and accurate records and to develop standard reports from those recordsAble to work in a high volume, fast-paced environmentPhysical RequirementsMust 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 objectsDue to amount of time spent standing and/or walking, physical requirements are consistent with those for light workRequires 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 telephoneRequires the ability to coordinate hands and eyes rapidly and accurately in using office equipmentRequires the ability to handle a variety of office machines, etcMust have minimal levels of eye-hand/foot coordination