HomeMy WebLinkAboutAdministrative Assistant - OperationsApril 2008
TITLE: Senior Administrative Assistant
QUALIFICATIONS:
Associates degree in Business and five to seven years of applicable experience or a high school diploma and ten to twelve years of experience.
Ability to work with staff, students, and the public.
Strong written and verbal communications skills.
Excellent computer skills, i.e., Word, Outlook, Excel, PowerPoint. Must demonstrate proficiency in use of mail merge, formatting, presentation development, use of formulas, charting
and pivot tables, etc.
Must be a team player; flexible and occasionally work beyond the scheduled hours.
Strong organization skills, attention to detail and deadlines; must be able to manage multiple tasks and heavy workload.
Must be able to work well under pressure with changing priorities and deadlines. Ability to interact with senior managers in a calm, thoughtful and professional manner.
Must possess or acquire intermediate to expert level knowledge in district time reporting and procurement software applications.
Must be self-motivated and capable of working with minimal direct supervision.
Ability to handle and maintain confidential documents as requested.
Training and experience in clerical procedures and skills.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
REPORTS TO: Director of Operations.
JOB GOALS:
To support the delivery of School District 91’s written, taught, tested and reported curriculum and contribute to maximizing student achievement.
To ensure the smooth and efficient operation of the Operations Department for the ultimate education benefit of the students served.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Maintains high standards of ethical behavior and confidentiality of information.
Distributes materials to program staff.
Assists in the training of operations staff
Provides a variety of specialized administrative support within departments through research, complex analysis and coordination. Completes assignments involving semi-technical subjects.
Coordinates administrative activities and uses office automation tools. May direct the activities of others.
Provides specialized administrative support in one or more areas. Prepares reports of a nontechnical or a semi-technical nature.
Is responsible for document and print control for the Operations Department and, possibly, the district.
Provides a variety of administrative and secretarial support to the Director of Operations.
Maintains director's calendar and coordinates scheduling of appointments for both internal and external meetings and trips as well as department meetings. Anticipates and schedules appointments.
Composes correspondence for director's review/signature regarding appointments, invitations and other department related activities.
Maintains current/historical files on all scheduled events and declined invitations.
Maintains desk procedures and files related to the position.
Screens/handles telephone calls and emails.
Maintains working knowledge of director's key issues, commitments, priorities and preferences. Maintains appropriate contact with vendors, district executives, and their respective staffs
for the purpose of exchanging information and arranging meetings.
Supports director in budgeting activity, year-end expense accruals, and expense reporting.
May assist and advise other administrative assistants and secretaries on appropriate office protocols as needed.
Performs other duties and tasks as assigned.
Orders materials and supplies as needed
Has regular and predictable attendance.
OTHER DUTIES AND RESPONSIBILITIES:
Performs all other duties as assigned.
TERMS OF EMPLOYMENT:
This is a full-time position scheduled for 8 hours per day, 250 days per year. Benefits will be in accordance with approved Board policy. Wages will be in accordance with the Classified
Salary Schedule as a Grade 8 – 9 depending on experience with the option to move to grade 10 when he/she meets the desired level of performance.
This is an “at will” position in that the employer or employee may terminate employment at any time, or for any reason consistent with applicable state or federal law. The “employment
at will” policy cannot be changed verbally or in writing, unless the change is specifically authorized in writing and expressly approved by the Board of Trustees of District 91.
EVALUATION:
Performance of this position will be evaluated annually by the Director of Operations in accordance with provisions of the Board’s policy on the evaluation of classified personnel.
This position has been given an overall physical classification of light duty.
1 – 33% 34 – 66% 67-100%
Light 20 pounds 10 pounds < 1 pound
Medium 40 pounds 20 pounds 10 pounds
Heavy >50 pounds** 40 pounds 20 pounds
**Lifts over 50 pounds with proper body mechanics and 2 or more workers.
T
he following chart indicates the activities required for this position and their frequency.
None Occasional Frequent Constant
0% 1-33% 34-66% 67-100%
Sitting [ ] [ ] [X] [ ]
Standing [ ] [ ] [X] [ ]
Bending at waist [ ] [X] [ ] [ ]
Forward Reaching [ ] [X] [ ] [ ]
Overhead Reaching [ ] [X] [ ] [ ]
Climbing Ladders [X] [ ] [ ] [ ]
Squatting [ ] [X] [ ] [ ]
Walking [ ] [ ] [X] [ ]
Repetitive arm/
shoulder movement [ ] [ ] [ ] [X]
Carrying [ ] [X] [ ] [ ]
Pushing [ ] [X] [ ] [ ]
Pulling [ ] [X] [] [ ]
Driving [ ] [X] [ ] [ ]