Administrative Assistant 4 - Academically Gifted Department

FUNCTIONAL PURPOSE

An employee in this class performs advanced journey level administrative and clerical support duties in an administrative office or in a school in one of the following responsibility areas: serving as Lead Secretary or Registrar in a school with a variety of work tasks including bookkeeping and providing leadership to other clerical staff; administrative level secretarial or office assistant functions in the central office or auxiliary area; or handling a specialized function in department such as accounting, purchasing, personnel, transportation, maintenance, or other administrative area. Work is differentiated from the II level because of the decisions made in performing the variety of tasks, the knowledge and skills required, and independence of action and judgement exercised in the work. Work requires a broader understanding of the entire school system, with more detailed knowledge of the functions, policies, processes, and procedures of the unit and work activities. Unusual situations or precedent setting situations are referred to a higher-level supervisor. Work is supervised by a higher-level professional level supervisor or director and is reviewed through observation, review of work performed, and conferences.

DUTIES AND RESPONSIBILITIES:

School Level

• Serves as Lead Secretary in the school; coordinates work assignments and activities among clerical staff; trains new clerical staff assigned to the school; serves as a hub of information and direction for the clerical functions.

• Collects and disburses all funds taken in at the school; prepares analysis of deposits and makes bank deposits; collects bills and invoices; writes and signs all checks and maintains backup files.

• Maintains accounting system for the school with records of all receipts and disbursements.

• Submits monthly financial report to Central Administrative office; coordinates audit of books with annual audit process; serves as information sources on all school funds.

• Performs secretarial tasks for principal and/or assistant principals.

• Serves as payroll assistant for the school; submits monthly payroll reports and records; maintains records of absences for the school staff (may delegate this function to other support staff).

• Processes work orders, repair orders, supply orders and requisitions, maintains inventory of supplies and materials, signs for receipt of materials and equipment.

• Coordinates schedules and appointments of school administrative staff.

• Secondary duties include general typing and correspondence support to professional staff, if other clerical staff cannot handle; types letters, memorandums, reports, handbooks, and other materials for the school.

• Serves as initial information source on school processes, activities, and records; answers questions for parents, students, and school administrators; answers telephone and greets visitors to the office.

• Organizes and establishes master records management and filing system for the school.

• May open and distribute the mail.

• May spend part of time in SIMS support and input into the student information system.

• Performs other clerical and administrative duties required by the school staff.

Central Office or Auxiliary Support and Specialty Positions

• Types letters, memorandums, agendas, minutes, special reports, narrative summaries, and other materials for administrative staff; composes some of correspondence based on knowledge of established programs, policies, and procedures; uses computer to perform these tasks.

• Coordinates a variety of requests for services and time of administrators in the unit assigned; independently sets and arranges these schedules; confirms with staff; prepares agendas and supporting materials, based on general guidelines and directions.

• Answers telephone and greets visitors to the office; handles some requests for information; routes persons to the appropriate office or persons; takes and receives messages for staff; often coordinates the return of calls by gathering the information

• necessary to answer the request; follows up on all action requested.

• Orders materials, places work orders, processes invoices, maintains inventory of materials and supplies; files expenses reports and travel forms for staff; coordinates review of expense, travel, and leave forms from lower-level units and approves, based on level of delegation from the supervisor.

• Retrieves information, compiles data, and types reports for the assigned unit.

• Maintains files and records management system for the assigned unit; independently reorganizes and purges as programs change and time frames change.

• Serves as payroll and personnel liaison for an administrative unit; maintains budget function at unit level.

• Drafts and edits preliminary materials on the program and school system, for newsletters, and other system publications.

• Handles some coordinative and program support functions with limited guidance from administrators, such as worker's compensation claims, furniture and equipment decisions and coordination with architects for new schools, diagnosis and coordination of telephone problems and operation of computer to change service requirements, managing and coordinating substitute teacher employment, handling of central staff development activities and budgets; coordinating a variety of school volunteer programs; and handling a variety of paraprofessional purchasing support duties and functions.

• Serves as a payroll assistant for a portion of the school system's personnel including data entry, compliance with policies and procedures, audit of pay journal, check distribution, handling a variety of inquiries regarding payroll, and making changes in

• deductions and payroll records and reports; processes refund checks and bills employees for overpaid amounts or payments of fringe benefits deductions.

• Serves as certification clerk for interpreting and applying the State rules and regulations for payment of teachers and other professionals based on their state certification levels; keeps current and informed on this rapidly changing area; answers and tracks forms and records for professional personnel in this area; maintains records to support the system; serves as liaison to the State certification staff.

• Serves as health benefits specialist; handles inquiries regarding complaints on benefits; researches and identifies methods for resolving; serves as contact with vendors for employees; maintains a variety of records on employees and their benefits programs; monitors and tracks a variety of leaves, benefits, and policies for the system or individual employees in the system; interprets a variety of rules and regulations for a wide scope of benefits programs.

• Coordinates work with other clerical support staff in the unit when workload needs adjustments or other clerical staff are absent.

• May serve as internal computer coordinator for the unit; serves as trouble shooter for other staff with computer problems; establishes special data base systems for record and report data collection; does some limited program manipulation of the computer.

• Performs related clerical and administrative support duties as required and assigned

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Considerable knowledge of office practices, procedures, and methods.

• General knowledge of the office machines required of the assigned position: i.e., computer, communications system, copier, or other machines.

• If assigned to specialty area, considerable knowledge of work in that field such as purchasing, personnel, and payroll.

• General knowledge of laws, general statutes, rules and regulations in the areas to which assigned.

• Skill in office machine operations at the speed and level of accuracy as required by the position.

• Ability to have a variety of work tasks and options occurring at the same time and make sound judgmental decisions and choices in handling these work priorities independently and with limited guidance.

• Ability to independently coordinate schedules and meetings and make all necessary support arrangements from notification to agenda preparation to physical arrangements to general administrative and secretarial support.

• High degree of ability to adapt and assist in system changes; willingness to support change efforts in administrative support functions.

• Ability to handle automated work systems and willingness to keep current and updated in system changes and developments; willingness to provide input into system needs and changes.

• Ability to process work, forms, and materials involving numbers with a high degree of accuracy.

• Ability to plan and organize work in order to meet established deadlines and professional staff requirements.

• Ability to communicate professionally with parents, students, other administrators, the business and political community, and the general public.

• Ability to develop and maintain effective working relationships with a variety of people and to be flexible in accepting a variety of job assignments

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Minimum: High School Diploma and four years of secretarial experience or Graduation from a two-year business school and two years of secretarial experience. Experience in a special field, such as payroll, personnel, purchasing, or other area; or an equivalent combination of education and experience.

Pay Grade 62 - Full-Time

• 12 Months

• Minimum Monthly Salary $2,564

When applying, please make sure to include all prior experience in your application.

Please provide at least two references. One must be the current or most recent supervisor and the other a previous supervisor.