Administrative Assistant II- Technology

Administrative Assistant II

Perform a wide variety of specialized and responsible secretarial and administrative support duties for an Associate Director, Director, or Superintendent level administrator; organize and coordinate office activities and communications to assist the administrator with assigned functional areas of responsibility.

Essential Job Functions

• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to an assigned Associate Director, Director, or Superintendent level administrator; interpret and apply rules and regulations as appropriate; perform duties to assist the administrator with administrative detail as appropriate.
• Coordinate communication between the administrator and District personnel, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems.
• Research, review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required.
• Prepare and maintain a variety of records, logs and files including purchase orders, payroll and other information of a confidential nature; maintain confidentiality of information and records.
• Schedule meetings, conferences and appointments for assigned administrator; maintain administrator's calendar; arrange travel accommodations as necessary.
• Compile information and data for a variety of reports; organize, type and print reports and other written materials related to assigned office functions.
• Coordinate and compile Board Agenda materials.
• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
• Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents.
• Take and transcribe dictation of minutes, letters and memoranda, including materials of a confidential nature as required by the position; prepare correspondence and memoranda independently or from oral instructions.
• Operate a computer terminal and microcomputer to maintain records and generate reports, lists and other materials; utilize word processing and other software as required.
• Receive, process and route mail; order, issue and maintain department supplies, forms and equipment.
• Train and provide work direction to departmental clerical support staff as assigned; monitor office workflow and assure compliance with established timelines, procedures and standards of quality.
• Demonstrates the ability to communicate in more than one language or the willingness to learn to communicate in more than one language at the novice level of proficiency.
• Performs other duties as assigned.
• Maintains regular attendance.

Knowledge and Abilities

• Modern office practices, procedures and equipment.
• Record-keeping and report writing techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Oral and written communication skills.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Perform secretarial and administrative assistant duties.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Type at an acceptable rate of speed.
• Take and transcribe dictation at an acceptable rate of speed.
• Work independently with little direction.
• Establish and maintain effective working relationships with others.
• Meet schedules and timelines.
• Prepare reports by gathering and organizing data from a variety of sources.
• Work confidentially with discretion.
• Analyze situations accurately and adopt an effective course of action.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Operate a variety of office equipment including computer terminals, calculator, copiers and other equipment as required.
• Make arrangements for meetings and conferences.
• Ma…