About this role
Primary Purpose: Under moderate supervision organize and manage the routine work activities of an administrative department office and provide clerical support to a director or department head and other staff members. Qualifications: Education/Certification:
• High school diploma or GED
Special Knowledge/Skills:
• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases and do word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor or the department
• Ability to multi-task numerous complex administrative activities
• Basic math skills
• Effective communication and interpersonal skills
Experience: Three (3) years' administrative assistant experience Major Responsibilities and Duties: Records, Reports, and Correspondence
• Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
• Compile, maintain, and file all reports, records, and other documents as required.
Accounting
• Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
• Order and maintain inventory of office supplies and program equipment.
• Monitor and process staff time records including leave requests and reports and submit in accordance with established procedures.
Other
• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Maintain a schedule of appointments and make travel arrangements for department staff.
• Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
• Receive, sort, and distribute mail and other documents to department staff.
• Maintain confidentiality of information.
• Follow safety protocols and emergency procedures.
Supervisory Responsibilities: None. Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours; occasional districtwide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress