Administrative Assistant (Clerical III)

Dayton Public Schools - Dayton, OH

Full-time - Entry Level

Dayton, OH

Educational Services

About the position

The Administrative Assistant position at Dayton Public Schools involves performing a variety of specialized secretarial, administrative, and clerical tasks to support the daily operations of a school or department. The role includes maintaining records, preparing correspondence, and creating reports, while also providing customer service and coordinating various activities and appointments.

Responsibilities

• Screen calls and mail, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team member.
• Maintain control records on incoming correspondence and action documents.
• Coordinate appointments and meetings for team members, maintaining schedules and calendars of events for the assigned administrator and the overall department.
• Respond to general inquiries from employees, other departments, the Ohio Department of Education, attorneys, vendors, and the general public.
• Assist in the allocation and assignment of work to team members as directed by the assigned administrator.
• Support and assist in providing quality services to students, staff, administrators, board members, and the community.
• Organize and complete office projects, such as the preparation and distribution of invitations and special mailings.
• Respond to inquiries from internal and external parties by phone, email, letter, and in-person.
• Coordinate a wide variety of programs and/or activities for the purpose of meeting program and/or activity requirements as assigned.
• Orient new site personnel/team members regarding school and district practices.
• Oversee the work of office staff, student assistants, volunteers, etc. to meet work demands when assigned.
• Maintain a standardized filing system, filing processes, and record retention requirements for assigned records.
• Prepare and type correspondence and reports for direct supervisor and building/department staff.
• Compile data from various sources for completing assigned reports.
• Prepare requisitions, vouchers, budget forms, financial statements, and other financial data to support building/department operations.
• Maintain time and attendance records for the building/department.

Requirements

• Must be a U.S. citizen or have the legal right to work in the U.S.
• Must pass Federal and Ohio Bureau of Criminal Identification and Investigation background check.
• Ability to type a minimum of 40 WPM.
• Level II (2) computer skills in Microsoft Word.
• Level II (2) computer skills in Microsoft Excel.
• Level I (1) computer skills in Microsoft PowerPoint.
• Five (5) years of related experience, or an equivalent combination of education and experience.
• Skilled in the use of word processing, presentation, and spreadsheet software.
• Demonstrated expertise working with internet applications and online tools.
• Ability to operate, service, and maintain a variety of standard office equipment.