Administrative Assistant

locations:
Academy District 20 EAC (Education and Administration Center), Colorado Springs, CO
* Reports consistently for work as scheduled
* Performs other duties as assigned
* Attains proficient or higher evaluations on established Performance Standards
* Acts as a resource for inquiries from staff and community
* Answers telephone and greets visitors, providing information and routing inquiries as appropriate
* Arranges, schedules, prepares agendas, produces and disseminates minutes for stakeholder meetings and orientations
* Assists and manages calendar for the department leader and conference rooms
* Assists in the preparation and production of items related to grants and reports for the Colorado Department of Education, district administration, and the Board of Education
* Assists, schedules, and confirms appointments and meetings
* Attends professional meetings, seminars, and workshops
* Creates, updates, prepares, collates, analyzes, and processes reports related to job-specific responsibilities
* Ensures ongoing compliance with applicable laws, rules, regulations, and personnel administrative policies, procedures, and appendices
* Files and sorts a variety of documents including sensitive and confidential information
* Interprets, explains, and executes district rules, regulations, policies, and procedures to staff and the public
* Maintains and prepares budget records and summaries
* Maintains department-related information related to position-specific responsibilities
* Maintains various databases, reports, and office filing systems including records retention
* Manages and updates department intranet page
* Manages budgeted funds
* Opens, sorts, and distributes incoming mail, and prepares outgoing mail as requested
* Orders supplies for department
* Organizes and assists with department-sponsored events
* Organizes department-facilitated interview processes
* Performs a variety of bookkeeping procedures within the department and reconciles/tracks various accounts
* Performs a variety of duties using various types of office equipment.
* Performs a variety of typical functions of the office: typing, filling, answering the phone, travel planning, e-mail, drafting memos, etc.
* Performs routine activities related to departmental functions and job-specific responsibilities
* Prepares and coordinates travel documentation and arrangements
* Prepares and processes data and reports related to job-specific responsibilities
* Prepares Board of Education items including agendas, memos, and resolutions
* Prepares correspondence, reports, and updates lists related to job-specific responsibilities
* Processes information, paperwork, and files
* Processes purchase orders
* Provides assistance to district staff consistent with job-specific responsibilities
* Provides assistance to other department office staff
* Provides online research as requested
* Provides support for other department secretaries and Education and Administration Center administrative assistants as needed
* Supports school and department administration inquiries
* Transcribes proceedings of meetings and committees as requested
* Updates required state and federal compliance documents and notification processes
* Works with the department leader to provide the Superintendent, Cabinet, and Board of Education with timely information concerning appropriate committees and department information
* Ability to create, access, input, retrieve, and manipulate information in various software systems
* Ability to establish and maintain effective working relationships with supervisors, coworkers, administrators, departments, other agencies, and the general public
* Ability to follow oral and written instructions
* Ability to greet and interact with the public in a courteous and professional manner
* Ability to maintain confidentiality
* Ability to manage simultaneous demands and set clear priorities
* Ability to operate standard office equipment, performing a wide range of tasks
* Ability to prepare correspondence on routine matters
* Ability to work flexible and extended hours
* Advanced knowledge of technology and related software utilized within department
* Demonstrates discernment, excellence, honesty, integrity, patience, perseverance, respect, responsibility, and trustworthiness
* Detail-oriented
* Energetic, creative, innovative, flexible
* Excellent cooperative, collaborative, and problem-solving skills
* Experience with policies and procedures
* Knowledge of and demonstrated successful experience in human relations and communications
* Knowledge of office methods and procedures, to include appropriate telephone etiquette
* Knowledge of record keeping and filing techniques
* Strong organizational, interpersonal, written, listening, and verbal communication skills
* Strong spelling, punctuation, and grammar skills
* Sits, stands, walks, stoops, kneels, and crouches/squats while performing duties
* Has oral and auditory capacity enabling interaction interpersonally and/or through communication devices
* Uses…