Position Type: Support Staff/Administrative Assistant to DirectorDate Posted: 7/1/2024Location: Federal ProgramsClosing Date: Untill FilledJob Summary Provides responsible administrative support for the Office of Federal Programs. Exercises independent judgment in performing activities such as scheduling activities, coordinating office functions, administering support for district programs, handling special projects and problems, etc. Reports to the assigned administrator. Essential Job Functions
- Develops, analyzes and/or maintains various records, reports, graphs, charts, fonts, spreadsheets and/or databases using a variety of automated software applications.
- Provides secretarial support by performing such duties as answering, screening and directing telephone calls; screening incoming mail; typing; developing and maintaining a central filing system; directing visitors; scheduling meetings; taking minutes, etc.
- Responds to complaints and inquiries of routine and non-routine nature or refers them to appropriate persons and/or departments as needed.
- Provides responsible administrative support in such areas as compiling data, analyzing data, and preparing related statistical reports; compiles and maintains various record keeping systems including maintaining records of a confidential nature such as employee information, etc.
- Maintains or assists in maintaining accounting books for department; processes purchase orders and invoices; maintains accurate records of expenditures and balances; performs reconciliations, etc.
- Manages various complex and non-routine special projects as assigned.
- Orders, controls, and/or monitors departmental supplies and equipment.
- May provide clerical or administrative assistance as a back-up to other departmental or division staff.
- Interacts with various businesspersons, district administrators and staff, students, parents, government officials and agencies, etc.
- Operates general office equipment such as a computer, printer, copier, calculator, facsimile machine, typewriter, telephone system, etc.
- Bilingual Specialist: Bridge the communication gap between district/school personnel and ELL families of Spanish/Hispanic Origins.
- Provide information to ELL parents, guardians, community members and other stakeholders regarding curriculum, assessment, school and district performance, policies, and procedures in a language (Spanish to English or English to Spanish) that they can understand.
- Answers questions and interprets and/or translates appropriately with correct pronunciation from source language to target language (English to Spanish or Spanish to English) with speed and accuracy for both internal and external parties such as staff, parents, and students for the purposes of providing information and/or routing inquiries.
- Attends a wide variety of meetings, community meetings, hearings, and/or interviews for the purpose of serving as an interpreter of conversations (Parent- Teacher Conference)
- Converts a variety of written materials (as requested) from one language to another with speed and accuracy for the purpose of providing documents from/to second language for communication with student family members and the non-English speaking community members.
- Interprets and translates simultaneously or consecutively during various meetings and telephone conferences with parents/families for the purpose of providing translation to participants.
- Participates in workshops, training sessions, conferences and/or meetings for the purpose of maintaining skills for professional growth and/or conveying information.
- Reads a variety of materials (e.g., letters, instructional materials, brochures, articles, handbooks, bulletins, etc.) for the purpose of translating materials in Spanish and/or English.
- Performs other related duties as assigned or requested by the Superintendent of Schools.
Education and Experience:
- Associate degree in secretarial science with six to nine years of responsible secretarial and administrative support experience; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
Knowledge:
- Advanced knowledge of Business English, spelling, punctuation, mathematical computation, and possession of an excellent vocabulary advanced knowledge of departmental policies, procedures, and operations.
- Advanced knowledge of the principles of office management and of modem office procedures, systems, and equipment such as typewriters, calculators, word processors.
- Advanced knowledge of spreadsheet analysis, and database design/operations.
- Knowledge of the records and reports which must be prepared and maintained.
- Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software.
- Knowledge of bookkeeping and accounting practices.
- Knowledge in maintaining confidentiality of information of a sensitive and confidential nature.
Skills/Effort:
- Ability to analyze varied and complex functions, processes, and tasks for the preparation of varied and complex records and reports.
- Ability to maintain high standards of accuracy in exercising duties.
- Ability to anticipate work to be completed and initiate proper and acceptable direction for completion of work with little to no supervision and instruction.
- Ability to work independently on responsible and confidential assignments and complex administrative tasks.
- Ability to type clear copy at the minimum required rate.
- Demonstrates high level of skill in the use of general office equipment such as calculators, word processors, typewriters, computers, switchboards, etc.
- Ability to create electronic reports and presentations, use the internet efficiently, communicate electronically via e-mail, and manage electronic data and files in an organized manner.
- Ability to make arithmetical computation and tabulations with speed and accuracy.
- Excellent verbal communication, organization, time management and telephone skills
Working Conditions:
- Conducts duties in an office environment with no significant exposure to environmental conditions. Requires ability to work under a degree of stress related to duties that required constant attention, and meeting deadlines.
- Physical demands are restricted to office work requiring the lifting/moving of items weighing up to 25 pounds.
- Routine local travel is required; no overnight travel is required.
- Job requires the operation of standard office equipment.
- Nature of job requires frequent use of a computer and monitor for long durations.
Disclaimer Statement This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned/required.