Administrative Assistant V - Director

 

Location:  Transportation Department

Non Interim Position

12 mos, 8 hrs/day

Grade 19, $18.15 hr

Start Date: 01/11/2024

Purpose Statement

The job of Administrative Assistant V is done for the purpose/s of providing a wide variety of confidential administrative support to assigned Director; conveying information regarding department functions and procedures; coordinating assigned projects and site activities and ensuring efficient operation of support functions.

 

This job reports to Director.

 

Essential Functions

Compiles both confidential and non-confidential data from a wide variety of sources (e.g. calendars, budgets, staffing needs, newsletter, website, etc.) for the purpose of preparing information for assigned Director.

 

Coordinates a wide variety of projects, functions and/or program components (e.g. 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.

 

Maintains manual and electronic files, department budgets and accounts (e.g. Capital M & O account, database, statistical documents, tracking systems for employee evaluations, 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. committees, negotiations, professional development activities, conferences, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.

 

Prepares a wide variety of reports, documents and correspondence of a confidential and non- confidential nature (e.g. purchase requests, TalentEd, reports for board approval, high profile employee discipline documents, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.

 

Processes documents and materials (e.g. applicant qualifications, professional development related documents, reimbursements, budget transfers, background checks, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

 

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

 

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

 

Schedules a wide variety of activities (e.g. professional development activities, equipment accessibility for presentations, Director's calendar, etc.) for the purpose of making necessary arrangements for assigned Director.

 

Supervises assigned personnel as directed by the administrator (e.g. clerks, technicians, etc.) for the purpose of ensuring their department and individual performance objectives are met.

 

Supports assigned Director for the purpose of providing assistance with their functions and responsibilities.

Other Functions

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

 

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

 

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple, technical 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; analyzing budgets; analyzing data; using pertinent software applications; classifying data and/or information; desktop publishing.

 

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 and/or collate data; and use basic, 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 standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze 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 using standardized practices and/or methods; directing other persons within a small work unit; utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact 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.

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

Education:   High school diploma or equivalent.

Equivalency: