Administrative Assistant II Bellevue High School

Position Purpose

The position Administrative Assistant II is responsible to provide administrative secretarial support such as coordinating a variety of arrangements, serving as liaison with internal and external customers, composing and creating correspondence and reports, maintaining and monitoring financial and program records, providing specialized program information, answering phones and resolving problems, and performing skilled word processing and data entry.

The Bellevue School District is committed to a diverse workforce representative of our students, one that embraces and models cultural competency as an international community.

(These duties are a representative sample; position assignments may vary.)

• Provides secretarial support to one or multiple administrators and programs; performs skilled word processing, data entry and desktop publishing; maintains calendars; schedules meetings.
• Answers telephones and assists visitors; serves as liaison and provides a variety of customer service, public relations and collaboration with the public, district staff and other agencies; answers inquiries, and provides a variety of specialized program information.
• Maintains a variety of records, files, operational manuals, catalogs and other materials; develops and maintains a variety of publications, forms and processes; maintains and monitors financial and program records, including budgets, purchase orders and compliance reports.
• Coordinates a variety of meetings, arrangements, activities and services; responds appropriately to urgent situations and notifies administrator of emergencies.
• Composes and creates correspondence and reports; compiles and formats information; creates and maintains spreadsheets and databases; prepares, processes and distributes a variety of materials.
• Performs special projects, such as designing reports, spreadsheets and databases or gathering materials for researching issues; analyzes data and develops project summaries.
• Provides back-up and peak-load assistance to office staff.

• Answers telephones and assists visitors; serves as liaison and provides a variety of customer service, public relations and collaboration with the public, district staff and other agencies; answers inquiries, provides a variety of specialized program information; resolves problems.
• Develops or assists in developing publications, including promotional material.
• Coordinates with district copy center, outside graphic designers and publishers on printed materials.
• Maintains records and generates reports and publications on a variety of specialized software, including databases, spreadsheets and desktop publishing.
• Coordinates, schedules and provides secretarial support to committees; prepares agendas and minutes.
• Initiates and completes program processes for compliance and reporting
• Resolves questions from staff, parents or the public, using specialized program knowledge, files, software and other reference materials; interprets policies and procedures.
• Word processes a wide variety of materials; composes, formats and distributes correspondence, memoranda, reports, forms, bulletins, handbooks, articles, publications, evaluations and other materials; proofreads and edits materials.
• Verifies and oversees information for compliance with regulations; verifies documents to assure accuracy and completeness; resolves discrepancies.
• Maintains, monitors, codes and reconciles a variety of financial records such as budgets, grants, billings, payroll, extended contract time, special project agreements, interdistrict agreements, mileage reimbursement, travel, consultant contracts, stipends, released time requests, temporary assignments, time cards, purchase orders; prepares requisitions and orders supplies.
• Designs and maintains databases for program; prepares spreadsheets; creates files; performs data entry.
• Sorts, distributes and prioritizes mail.
• Maintains files, records and logs, including department personnel files and program records.
• Gathers and compiles information, such as Board information and a variety of other materials.
• Maintains equipment and materials inventory.
• Organizes and coordinates with others to meet deadlines; schedules a variety of district services.
• Maintains calendar(s) for administrator(s); makes travel and conference arrangements.
• Maintains master mailing lists and labels; maintains historical records.
• Maintains office machines in good working order; stores supplies.
• Provides back-up and peak-load assistance to work group staff; may provide lead direction to temporary, substitute or seasonal office support staff or student workers.

• Reports to and is directly supervised by assigned administrator.

• High school graduation or equivalent with training in secretarial skills, and three years of increasingly-responsible secretarial experience.