Administrative Assistant Ii

Administrative Assistant II

The Administrative Assistant II provides advanced administrative and operational support to a supervisor or department. This position is responsible for managing multiple administrative processes, coordinating departmental workflows, and ensuring the accurate preparation and maintenance of records, reports, and communications. This role serves as a key point of contact for internal and external stakeholders, exercises independent judgment in routine matters, and supports the efficient operation of departmental activities.

This role requires strong organizational skills, attention to detail, discretion with confidential information, and the ability to prioritize competing demands in a fast-paced environment.

Minimum Requirements:

• Education:
  
  High School Diploma or GED required. Associate's degree preferred.
• Certification/License: N/A
• Work Experience:
  
  3 years of experience in a fast-paced environment. Experience in K12 education or public sector preferred.

Knowledge, Skills & Abilities:

• Strong knowledge of advanced administrative and clerical procedures and office coordination practices
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and district enterprise systems
• Ability to manage multiple priorities, workflows, and deadlines with minimal supervision
• Strong written, verbal, and interpersonal communication skills
• High level of accuracy, attention to detail, and organizational ability
• Strong customer service skills and ability to interact professionally with diverse stakeholders
• Ability to exercise sound judgment and handle sensitive or confidential information appropriately
• Ability to work independently while also supporting team goals and departmental operations
• Ability to identify process improvements and support more efficient administrative workflows

Essential Duties:

• Responds to telephone calls, emails, visitors, and inquiries, providing accurate information and resolving routine issues independently
• Screens, routes, and prioritizes incoming mail, correspondence, and communications to ensure timely action and appropriate follow-up
• Schedules and coordinates meetings, appointments, and events, including preparation of agendas, materials, and logistics
• Maintains and updates calendars for supervisor(s) and supports coordination of departmental schedules and priorities
• Prepares, compiles, and organizes records, reports, presentations, and documentation with a high level of accuracy and completeness
• Assists with preparation of Board, meeting, and departmental materials in compliance with established guidelines and deadlines
• Coordinates departmental administrative processes and monitors progress of assigned tasks, projects, and deliverables
• Conducts routine tracking of departmental data, logs, and reports to support operational monitoring and reporting needs
• Assists with travel arrangements, expense documentation, and reimbursement processing, ensuring accuracy and compliance with district procedures
• Serves as a liaison between departments, staff, parents, vendors, and the community to support effective communication and service delivery
• Provides guidance and workflow support to entry-level administrative staff as needed and assists with onboarding or training support
• Maintains confidential records, files, and communications in accordance with district policies and procedures
• Utilizes district systems and databases to input, retrieve, and maintain operational and administrative data
• Ensures timely completion of assigned work and proactively identifies and escalates issues requiring supervisory attention
• Required to have prompt, regular attendance in person and be available to work on-site during regular business hours and as needed
• Performs other duties as assigned by the appropriate administrator or their representative

Physical Abilities and

Working Conditions:

• Vision:
  Ability to read small print and view a computer screen for prolonged periods
• Hearing:
  Ability to tolerate exposure to noisy conditions
• Speech:
  Ability to be understood in face-to-face communications, to speak with a level of proficiency and volume to be understood over a telephone or computer
• Upper Body Mobility:
  …