Administrative Assistant - Facilities Department

Position Type:

Secretarial/Clerical/Secretary OP IV

Date Posted:

6/7/2024

Location:

District

Date Available:

ASAP

Closing Date:

6/17/24

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OFFICE PERSONNEL IV

Assignments: District Administration; Building Services; Special Services; Human Resources; Preakness, etc.

DEFINITION:

Under limited supervision, and sometimes in the absence of supervision, perform a wide variety of complex and responsible secretarial, record keeping and financial functions, including relieving the administrator of routine administrative and/or clerical detail and performing other related duties as necessary.

QUALIFICATIONS:

Education:

High School Diploma or Equivalency. Additional secretarial/clerical courses desirable.

Experience:

Three (3) years employment in responsible secretarial/business position. Some experience in Education desirable.

• Will perform all duties related to processing and reviewing of the Departments biweekly regular, overtime, and supplemental payroll items in accordance with the various collective bargaining unit contract utilizing Districts payroll and absence management systems (AESOP preferred).

• Assist with financial reporting, enter requisitions, conduct budget monitoring, manage digital vendor files employing District software programs.

• Provide Administrative support with integrating software (Google Suite and Canva preferred)

• Schedule and coordinate for internal and external meetings (Meeting Agendas, Minutes etc)

PERFORMANCE RESPONSIBILITIES:

Performs standard secretarial and clerical skills. May research Board Policies.

Maintains specialized knowledge of various areas, County Office, State Department, vendors, contracts, employee contracts, certifications, retirement system, etc. Researches material, analyzes, complies, tabulates, and complete various reports/surveys. Screens office visitors and telephone callers and either answers questions concerning responsibilities or refers persons to other sources of information or schedules an appointment with the administrator/supervisor.

Transcribes, and types letters and other correspondence including material of a confidential nature. Composes independently, from oral instruction, rough draft or straight copy letters, reports or memoranda requesting or dealing with routine matters not involving policy questions. Maintains departmental or other budget records and prepares monthly reports.

Maintains a variety of files. Maintains district wide payroll documents. Maintains records and expedites orders. Handles data processing procedures and performs other related duties as required.

SUPERVISES: No Supervisory functions. May give direction to OP II, and OP III.

SUPERVISION FROM: Administrators and Supervisors.

Approved: 5/25/06 H-264-06