Purpose Statement
The job of Administrative Assistant II is done for the purpose/s of providing a wide variety of confidential administrative and secretarial support to the assigned administrator; and conveying information regarding department functions and procedures.
This job reports to Administrator.
Essential Functions
Compiles both confidential and non-confidential data from a wide variety of sources (e.g. calendars, budgets, inventories, enrollment figures, etc.) for the purpose of preparing information for assigned administrators.
Maintains manual and electronic files, department budgets and accounts (e.g. Kindergarten transition lists, inventory of lending library, classroom spending accounts, discipline passes, student registrations, etc.) for the purpose of providing up-to-date reference and audit trail.
Prepares a wide variety of reports, documents and correspondence of a confidential and non- confidential nature (e.g. letters, meeting minutes, evaluations, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
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, teacher and counselor meetings, etc.) for the purpose of making necessary arrangements for assigned administrators and supervisors.
Supports assigned administrative and supervisory personnel for the purpose of providing assistance with their functions and responsibilities.
Other Functions
Assists in maintaining department budgets and accounts for the purpose of preparing the information and data required for controlling expenditures.
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 office equipment including using Microsoft office products and job-related software applications, preparing and maintaining accurate records; customer service; screening telephone calls.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; 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; common office machines; and concepts of grammar and punctuation; and office methods and practices; grammar, spelling and punctuation; office practices; record keeping and record retention practices; bookkeeping practices; codes/laws/rules/regulations/policies.
ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, 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 standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize the 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 limited to 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 following standardized practices and/or methods; providing information and/or advising others; utilization of some resources from other work units may be 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 85% sitting, 10% walking, and 5% standing. This job is performed in a generally clean and healthy environment.
Criminal Background Clearance