About this role
Position: Administrative Assistant Reports To: Varies (Principal or Director) Salary Schedule / Grade: Refer to appropriate bargaining unit contract F.L.S.A Status: Non-exempt
SUMMARY Under general supervision, perform a variety of specialized secretarial, administration, and clerical tasks to support the day-to-day operations of a school or department. Maintain clerical records, prepare correspondence, and create reports from such records. May be required to indirectly supervise other lower level clerical positions.
The Dayton Way
• Screen calls and mail, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team member. • Maintain control records on incoming correspondence and action documents. • Coordinate appointments and meetings for team members. Maintain schedules and calendars of events for the assigned administrator and the overall department. • Respond to general inquiries from employees, other departments, the Ohio Department of Education, attorneys, vendors, and the general public. Provide /share the appropriate information as directed. • Assist in the allocation and assignment of work to team members as directed by the assigned administrator. Follow up on work-in-progress to ensure timely response / action.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Incumbent performs a majority of the following duties)
Customer Service
• Support and assist in providing quality services to students, staff, administrators, board members and the community. • Organize and complete office projects, such as the preparation and distribution of invitations and special mailings; the assembly of guides, manuals, and training materials; etc. • Respond to inquiries from internal and external parties by phone, email, letter, and in-person for the purpose of providing information, facilitating communication among parties, and/or referring to others. • Screen supervisor's phone calls and mail. Respond to questions and requests that can be appropriately handled at the clerical level. • Coordinate a wide variety of programs and/or activities (e.g. classroom and site staff coverage, state testing, graduations and ceremonies, etc.) for the purpose of meeting program and/or activity requirements as assigned. • Orient new site personnel / team members (e.g. substitutes, staff, volunteers, etc.) regarding school and district practices (e.g. keys, folders, directions, building procedures, etc.) • Oversee the work of office staff, student assistants, volunteers, etc. to meet work demands when assigned.
Calendar and Meeting Coordination
• Coordinate appointments for supervisor and building / department staff. • Maintain supervisor's and department calendar of activities. • Prepare and distribute agendas for building / department meetings in collaboration with meeting participants. • Take, transcribe, and distribute meeting minutes. • Coordinate and make travel arrangements for department staff as needed. • Track, prepare, and submit travel expenses and staff reimbursements for payment.
Files and Records
• Maintain a standardized filing system, filing processes, and record retention requirements for assigned records. • Set confidentiality standards for department records according to federal, state, and local regulations and applicable district policy. • Maintain records and data in computerized information systems. • Create, distribute, and process forms to collect needed information. • Update records and associated data as required. • Secure records and maintain the confidentiality of all information according to district policy.
Correspondence
• Prepare and type correspondence and reports for direct supervisor and building / department staff. • Create routine memos and letters from general instructions. • Review outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.
Reports
• Compile data from various sources for completing assigned reports. • Prepare statistical reports, forms, and newsletters using various software applications. • Print, copy, and collate forms and reports as required. • Coordinate the distribution of materials to appropriate recipients. • Copy, collate, and bind reports, logs, agendas, and other documents for distribution.
Financial Support
• Prepare requisitions, vouchers, budget forms, financial statements and other financial data to support building / department operations. • Maintain detailed records to support financial transactions. • Verify and reconcile purchase orders, warehouse stock requisitions, payment requests, and/or other treasury-related activities. • Investigate and resolve questions regarding financial transactions in collaboration with the assigned supervisor. • Maintain and inventory of supplies and materials to ensure item availability as needed.
HR / Payroll Matters
• Maintain time and attendance records for the building / department. • Process HR and payroll transactions for building / department staff as required. • Maintain a log of planned absences for building / department staff. CORE BEHAVIORS & COMPETENCIES
Job-specific
• Coping with Stress = capable of handling interruptions to respond to urgent issues • IT Skills = ability to use Microsoft Office, internet applications, and other software effectively in support of department duties • Maintaining Confidentiality = ability to properly recognize and restrict confidential data to appropriate receivers of information • Analytical Thinking = think critically and solve problems in difficult situations; capable of handling interruptions effectively; appropriately organize and prioritize work to meet HR and payroll deadlines • Data Accuracy = Strong attention to detail in an environment with significant amounts of repetition; error-free entry and reliable audits that minimize HR and payroll errors • Organization Skills = ability to share information in meaningful ways; able to store records for quick, accurate retrieval • Adaptability and Flexibility = willingness to change methods and approaches as appropriate • Customer Service = Providing a positive experience to every individual you encounter. Remaining professional in all situations. Responding to all customers in a timely manner QUALIFICATIONS Verifications
• Must pass Federal and Ohio Bureau of Criminal Identification and Investigation background check in accordance with Ohio Administrative Code Section 3301-83-06 • Must be keyboard proficient • Level II (2) computer skills in Microsoft Word • Level II (2) computer skills in Microsoft Excel • Level I (1) computer skills in Microsoft PowerPoint Knowledge & Experience
• Five (5) years of related experience, or an equivalent combination of education and experience • Skilled in the use of word processing, presentation, and spreadsheet software • Demonstrated expertise working with internet applications and online tools • Ability to operate, service, and maintain a variety of standard office equipment
PHYSICAL ATTRIBUTES/DEMANDS
• Ability to sit, walk, stand, bend, and reach / grab / handle objects • Occasionally lift and/or move lightweight items up to 20 lbs. • Ability to read and write to complete forms and reports
WORK ENVIRONMENT
• Regularly works in an office environment. • Work may be subject to frequent interruptions • Some assignments are subject to completion within strict timelines How did you hear about DPS?