Administrative Assistant II

Job Description - Administrative Assistant II (226 Days) (RTP)

Job Description

Description

• Coordinate the day-to-day functions of the department to meet the objectives of the department and district.
• Maintain budget records for the department and oversee all budget transactions to ensure timely processing of expenditures.
• Organize and maintain routine office work, make arrangements for appointments, conferences, interviews, and travel.
• Perform administrative duties such as maintaining the department filing system, processing routine correspondence, placing and receiving telephone calls and recorded messages; typing documents, ordering and maintaining supplies, and handling Career and Technical Education expenditures.
• Process a variety of department-related documents and district forms in an accurate and timely manner. Acquire signatures from Legal, Purchasing, and upper management for all documents processed through the Teaching and Learning division.
• Ensure timely notification of department staff regarding issues relating to policies, procedures, and practices.
• Process routine correspondence, including documents for approval, department meeting agendas, and information packets.
• Provide general information to employees, parents, and the public.
• Provide regular feedback to leadership regarding the status of projects or issues.
• Prepare correspondence, forms, spreadsheet reports, etc., for the department head and other staff members using a personal computer and common office software.
• Maintain physical and computerized departmental files.
• Prepare and process purchase orders, payment authorizations, procurement and board documents, and Oracle requisitions.
• Answer incoming calls, take reliable messages, and route to appropriate staff.
• Perform all other tasks and duties as assigned.

• High School Diploma or equivalent (USA equivalent) and two years of training equivalent to two years of technical education, and/or associate's degree.
• Five years of directly related experience.
• Mastery of Oracle functions, such as payroll, budget, and requisitions.
• Ability to function independently.
• Ability to maintain a pleasant, non-threatening, and inviting office environment.
• Demonstrated ability to diffuse problems and hostile attitudes.
• Ability to communicate effectively in verbal and written form.
• Knowledgeable in the use of office equipment.
• Organizational, interpersonal, and customer service skills required to achieve the goals of the position.
• Proficiency in keyboarding, word processing, spreadsheets, and file maintenance; advanced typing skills of 60 wpm.
• Knowledge of district organization, operations, and administrative policies preferred.
• Bilingual (English/Spanish) is preferred.