Administrative Assistant

Position:
Administrative Assistant

Reports To:

Varies (Principal or Director)

Salary Schedule / Grade:
Refer to appropriate bargaining unit contract

F.L.S.A Status:
Non-exempt

SUMMARY

Under general supervision, perform a variety of specialized secretarial, administration, and clerical tasks to support the day-to-day operations of a school or department. Maintain clerical records, prepare correspondence, and create reports from such records. May be required to indirectly supervise other lower level clerical positions.

The Dayton Way

* 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. Maintain 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. Provide /share the appropriate information as directed.

* Assist in the allocation and assignment of work to team members as directed by the assigned administrator. Follow up on work-in-progress to ensure timely response / action.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(Incumbent performs a majority of the following duties)

Customer Service

* 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; the assembly of guides, manuals, and training materials; etc.

* Respond to inquiries from internal and external parties by phone, email, letter, and in-person for the purpose of providing information, facilitating communication among parties, and/or referring to others.

* Screen supervisor's phone calls and mail. Respond to questions and requests that can be appropriately handled at the clerical level.

* Coordinate a wide variety of programs and/or activities (e.g. classroom and site staff coverage, state testing, graduations and ceremonies, etc.) for the purpose of meeting program and/or activity requirements as assigned.

* Orient new site personnel / team members (e.g. substitutes, staff, volunteers, etc.) regarding school and district practices (e.g. keys, folders, directions, building procedures, etc.)

* Oversee the work of office staff, student assistants, volunteers, etc. to meet work demands when assigned.

Calendar and Meeting Coordination

* Coordinate appointments for supervisor and building / department staff.

* Maintain supervisor's and department calendar of activities.

* Prepare and distribute agendas for building / department meetings in collaboration with meeting participants.

* Take, transcribe, and distribute meeting minutes.

* Coordinate and make travel arrangements for department staff as needed.

* Track, prepare, and submit travel expenses and staff reimbursements for payment.

Files and Records

* Maintain a standardized filing system, filing processes, and record retention requirements for assigned records.

* Set confidentiality standards for department records according to federal, state, and local regulations and applicable district policy.

* Maintain records and data in computerized information systems.

* Create, distribute, and process forms to collect needed information.

* Update records and associated data as required.

* Secure records and maintain the confidentiality of all information according to district policy.

Correspondence

* Prepare and type correspondence and reports for direct supervisor and building / department staff.

* Create routine memos and letters from general instructions.

* Review outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.

Reports

* Compile data from various sources for completing assigned reports.

* Prepare statistical reports, forms, and newsletters using various software applications.

* Print, copy, and collate forms and reports as required.

* Coordinate the distribution of materials to appropriate recipients.

* Copy, collate, and bind reports, logs, agendas, and other documents for distribution.

Financial Support

* Prepare requisitions, vouchers, budget forms, financial statements and other financial data to support building / department operations.

* Maintain detailed records to support financial transactions.

* Verify and reconcile purchase orders, warehouse stock requisitions, payment requests, and/or other treasury-related activities.

* Investigate and resolve questions regarding financial transactions in collaboration with the assigned supervisor.

* Maintain and inventory of supplies and materials to ensure item availability as needed.

HR / Payroll Matters

* Maintain time and attendance records for the building / department.

* Process HR and payroll transactions for building / department staff as required.

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