ADMINISTRATIVE ASSISTANT – OFFICE

 

Purpose Statement

The job of Administrative Assistant - Office is done for the purpose/s of providing administrative and secretarial support to assigned administrative personnel; coordinating activities and monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrator.

 

Essential Functions

• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of to support individual departments.


• Coordinates a variety of projects, functions and/or program components for individual departments (e.g. Supporting over 160 staff members, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.


• Greets individuals wishing to enter the building and allows authorized entrance for the purpose of ensuring building security and directing individuals within the building as needed.


• Maintains a wide variety of manual and electronic documents files and records for the purpose of providing up-todate information and/or historical reference in accordance with established administrative guidelines and legal requirements.


• Monitors a variety of activities on behalf of assigned Administrators (e.g. account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates.


• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.


• Performs general and program specific clerical functions (e.g. purchase orders, scheduling, copying, faxing, etc.) for the purpose of supporting administrative activities.


• Prepares a variety of documents (e.g. correspondence, agendas, minutes, event programs, bulletins, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.


• Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.


• Processes documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.


• Procures supplies and materials for department(s) for the purpose of maintaining availability of required items.


• Represents assigned Administrators in their absence for the purpose of conveying and/or gathering information required for their functions.


• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.


• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrators.

 

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; and office practices and procedures.

 

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; and preparing and maintaining accurate records.

 

ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize specific, job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions.

 

Responsibility

Responsibilities include: working under direct supervision using standardized routines; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

 

  

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, 10% standing. This job is performed in a generally clean and healthy environment.

 

     Experience:                    Job related experience with increasing levels of responsibility is desired.

     Education:                          High School diploma or equivalent.

 

     Required Testing                                          Certificates and Licenses

     None Specified                                                               None Specified

 

     Continuing Educ./Training                                            Clearances

     None Specified                                        Criminal Background Clearance

 

FLSA Status                                                   Approval Date    Pay Grade

Non Exempt