Administrative Assistant-Central Services

About the position

The Administrative Assistant for Central Services works under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. This role involves handling confidential information and engaging in frequent contact with all levels of district employees, outside agencies, and the general public.

Responsibilities

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
• Schedule appointments and maintain the administrator's calendar.
• Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.
• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Receive, sort, and distribute mail and other documents to department staff.
• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to cabinet-level administrators or other administrators.
• Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
• Order and maintain inventory of office supplies and program equipment.
• Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.
• Compile pertinent data used to prepare various required state and local reports.
• Prepare purchase orders and payment authorizations as directed.
• Compile, maintain, and file all reports, records, and other documents as required.
• Comply with policies established by federal and state laws and regulations, and local board policy.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.

Requirements

• High school diploma or GED.
• Knowledge of school district organization, operations, and administrative policies.
• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to make independent decisions regarding planning, organizing, and scheduling.
• Excellent public relations, organization, communication, and interpersonal skills.
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing.
• Ability to multi-task numerous complex administrative activities.
• 3 years or more advanced secretarial experience with extensive contact with people.