Administrative Assistant
About the Employer
Secretary Job Title
General Statement of Job
Under occasional supervision, performs secretarial and clerical duties of moderate variety and complexity to maintain effective and efficient office operations. To assist and manage clerical tasks for the principal so that maximum time may be devoted to administrative tasks concerned with operating a school.
Specific Duties and Responsibilities
Composing and/or Typing Memos, Letters, and Reports
Composes and/or types memos, letters, and reports for the signature of supervisor.
Taking and Transcribing Notes and/or Meeting Minutes
May take and transcribe notes and/or meeting minutes.
Performing Receptionist Duties
Performs receptionist duties by answering the telephone, screening callers, and greeting, announcing or routing visitors.
General Clerical and Secretarial Functions
Performs general clerical and secretarial functions, including but not limited to typing, copying and filing documents, processing various forms and applications, collating materials, scheduling appointments and maintaining supervisor’s calendar, maintaining records and files, processing mail, ordering supplies, etc.
Researching Data
Researches, gathers and organizes pertinent data as needed from files and documents in the office or other sources for supervisor’s use.
Responding to Inquiries and Concerns
Receives and responds to inquiries and concerns from the public; refers problems to appropriate staff person for resolution.
Attending Meetings or Special Events
Attends and/or makes arrangements for meetings or special events as requested.
Assisting Supervisor and Other Staff Persons
Assists supervisor and other staff persons with special projects as assigned.
Using a Computer
Uses a computer to record and retrieve information and to prepare reports, documents and correspondence. Updates and maintains the database.
Receiving and Reviewing Records and Reports
Receives, reviews, prepares and/or submits various records and reports including invoices, requisitions, change orders, travel forms, budget documents, expenditure request forms, payroll records, financial reports, meeting agendas and minutes, special and routine reports, inventory reports, memos, correspondence, etc.
Operating Equipment
Operates a variety of equipment such as a computer, printer, typewriter, copier, fax machine, recording equipment, binding machine, folding machine, paper shredder, audio-visual equipment, calculator, telephone, etc. Makes arrangements for office equipment maintenance and repair as needed.
Interacting with Various Groups and Individuals
Interacts and communicates with various groups and individuals such as the immediate supervisor, superintendent, other district administrators and staff, school administrators and staff, co-workers, student aides, students, parents, outside government/business/community agencies, sales representatives, service/repair persons, and the general public.
Essential Functions
Physical Requirements
Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, recording equipment, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of five to ten pounds.
Data Conception
Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communications
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates and receiving assignments and/or direction from supervisors.
Language Ability
Requires the ability to read a variety of policies and procedures, professional journals, reference materials, etc. Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports, purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.
Intelligence
Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables. Requires the ability to apply influence systems in managing a supervisory/management staff; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.
Verbal Aptitude
Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.
Numerical Aptitude
Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.
Form/ Spatial Aptitude
Requires the ability to inspect items for proper length, width and shape, and visually read various information.
Motor Coordination
Requires the ability to coordinate hands and eyes using office machinery.
Manual Dexterity
Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.
Interpersonal Temperament
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.
Physical Communications
Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear)
Training and Experience
Requires high school diploma, preferred. May require additional training or experience in specific areas such as computer skills.
Quality of Work
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with all district departments and divisions, co-workers and the public.
Quantity of Work
Performs described specific duties and related assignments efficiently and effectively in order to produce a quantity of work which consistently meets standards and expectations of the district.
Dependability
Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, district policy, standards and prescribed procedures. Remains accountable to assigned responsibilities in the technical, human and conceptual areas.
Attendance
Attends and remains at work regularly and adheres to district policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm
Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done, and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.
Judgment
Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur, and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches problems, situations and alternatives before exercising judgment.
Cooperation
Accepts supervisory instruction and direction, and strives to meet the goals and objectives of the same. Questions such as instruction and direction when clarification of results or consequences are justified (i.e., poor communications, variance with district policy or procedures, etc.). Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the district.
Relationships with Others
Shares knowledge with managers, supervisors and staff for mutual and district benefit. Contributes to maintaining high morale among all district employees. Develops and maintains cooperative and courteous relationships with department employees, staff and managers in other departments, representatives from organizations, and the public so as to maintain good will toward the district and to project a good district image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the district. Emphasizes the importance of maintaining a positive image within the district.
Coordination of Work
Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.
Safety and Housekeeping
Adheres to all safety and housekeeping standards established by the district and various regulatory agencies. Sees that standards are not violated. Maintains a clean and orderly workplace.
Disclaimer
This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.