CE Administrative Assistant III (Reposted)

Location:  Community Education

12 months, 8 hours/day

Non Interim Position

Grade 17, $14.40/hour

Start Date:  7/1/2018

Purpose Statement

The job of Community Education Administrative Assistant III is done for the purpose/s of coordinating and executing assigned projects and site activities; providing a wide variety of confidential administrative and secretarial support to assigned administrator; and conveying information regarding department functions and procedures.

This job reports to the Assistant Director of Community Education.

Essential Functions 

Coordinates and executes a wide variety of projects, functions and/or program components (e.g. action plans, meetings, in-service events, placement of advertisement and/or job orders, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.

Compiles both confidential and non-confidential data from a wide variety of sources (e.g. calendars, budgets, inventories, time sheets, etc.) for the purpose of preparing information for assigned administrators and staff.

Maintains manual and electronic files, department budgets and accounts (e.g. accounting records, journal entries, substitute records, ESP evaluation tracking, etc.) for the purpose of providing up-to-date reference and audit trail.

Participates in a variety of meetings, workshops, and/or trainings (e.g. site committees, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.

Orders, distributes and monitors all supplies, merchandise and supplies for the purpose of ensuring that demands are met and distributed to the proper locations.

Prepares a wide variety of reports, documents and correspondence of a confidential and non- confidential nature (e.g. IFAS reports, TES tracking, CE registration system, Infinite Campus, evaluations, work orders, school publications, employee absences, reports for board approval, high profile employee discipline documents, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.

Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.

Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, visitors, 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, trainings, interviews, calendars, etc.) for the purpose of making necessary arrangements for assigned administrators and supervisors.

Supervises assigned personnel as directed by the administrator for the purpose of ensuring their department and individual performance objectives are met.

Supports assigned administrative and supervisory personnel for the purpose of providing assistance with their functions and responsibilities.

Sets up technology needed for presentations or workshops (e.g. professional development sessions, presentations, etc.) for the purpose of ensuring the appropriate equipment is available for the event.

Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.

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

Skills, Knowledge and Abilities

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 and specialized office equipment including using Microsoft office products and job related software applications, preparing and maintaining accurate records; customer service; screening telephone calls; analyzing budgets; analyzing data; using pertinent software applications.

KNOWLEDGE is required to perform mathematical calculations using algebra, fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; analyze situations to define issues and draw conclusions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; common office machines; office methods and practices; grammar, spelling and punctuation; recordkeeping and record retention practices; bookkeeping practices; and codes, laws, rules, regulations, policies, and grants.

ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic and specific job- related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities, communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, setting priorities, working as part of a team, and working with frequent interruptions; accuracy and attention to detail; dealing with frequent interruptions;

organizing tasks.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; 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: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 20% walking, and 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.

Equivalency:

Required Testing                                                                Certificates and Licenses

Pre-Employment Proficiency Tests:

Spelling, Math, Filing & Typing

Continuing Educ. / Training                                               Clearances

Criminal Background Clearance

FLSA Status - Non Exempt