Administrative Assistant , School Support Services

Administrative Assistant I, School Support Services

The Administrative Assistant I carries out a variety of activities in support of general administrative services such as budgeting, word processing, purchasing, record keeping, and telephone communications for the School Support Services Workgroup. Work involves creating word processing documents, creating and maintaining databases, spreadsheets, and creating original presentations typically using a standardized software package. Administrative Assistant I, School Support Services, supports functions for multiple Education Associates managing complex and diverse federally and state funded programs covering school climate and safety, out of school time programs, school health services, students in foster care, military connected students and students experiencing homelessness.

Major Responsibilities:

• Provide administrative support for Program Staff:
  Perform general secretarial duties to include but not limited to photocopying, scanning, email correspondence and management, faxing, mail distribution, filing, archiving and shredding;
  Create and modify various documents and spreadsheets using Microsoft Office;
  Maintain Outlook calendars in current and accurate status;
  Coordinate meeting and web meetings or conference calls as needed, including handling technology needs, room reservations, meals, associated budget accounting, and creating/mailing agendas and notices;
  Prepare meeting materials and assist with the development of PowerPoint presentations;
  Record minutes at various meetings, distribute and archive them appropriately;
  Coordinate large mailings;
  Obtains, organizes, reviews and edits a variety of documents, including technical and administrative material necessary for public information or department use. Collects and compiles data to prepare reports and provide supporting documentation;
  Maintain appropriate files in compliance with Department requirements and procedures;
  Answer phones promptly and use good judgement to prioritize the distribution of messages in a timely manner;
  Greet visitors, respond to questions, and direct them appropriately.
• Financial Support for Program Staff:
  Maintain financial documents in the First State Financial System;
  Prepare purchase orders, payment vouchers, reimbursements, credit card reconciliation, and subgrants;
  Review and edit a variety of documents such as contracts, memorandums of agreement, memorandums of understanding and subgrants;
  Provide financial accountability support for budgets for which the Director and workgroup Program Managers are responsible. This involves being familiar with and following the internal accounting control procedures of the Department.
• General Duties:
  Assures effective coordination of operational functions;
  Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program, and project activities;
  Perform other duties as assigned.

Essential

Qualifications:

• Education:
  
  High school diploma or GED required;
  Associate degree in business, accounting or related field preferred.
• Experience:
  
  Secretarial/administrative support experience. Experience in First State Financials preferred.
• Proficient in Microsoft Software to include Word, Excel, Outlook, PowerPoint, Google Suite, One Drive, SharePoint, and Teams.
• Skills:
  
  Proficient in using technology and AI in daily work Ability to analyze and review data for accuracy and make suggestions for improvement Knowledge of administrative and office-management principles, practices, procedures, and customer-service standards. Working knowledge of routine financial processing, purchasing, travel, reimbursement, records, and document-management practices. Ability to organize work, manage multiple assignments, meet deadlines, and adapt to changing agency priorities.
  
  Ability to follow standardized procedures, recognize exceptions, and seek guidance or escalate issues appropriately. Skill in preparing and proofreading accurate, professional documents, spreadsheets, presentations, correspondence, and meeting records. Skill in collection, compiling, evaluating, and analyzing…