Administrative Assistant III - Public Engagement - FTE

Administrative Assistant III

Job Class Code: 7765 - Position Type:
Hourly

Job Type: Classified - Pay Grade*: G 05(
* salary calculations are based on verified education and related experience levels)

Reports To:

Superintendent's Designee
- Supervises: N/A

Work Calendar Name: 12 month hourly FT
- Days in work calendar: 251

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

• 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.
• Receive, process and route mail; order, issue and maintain department supplies, forms and equipment.
• Operate a computer terminal and microcomputer to maintain records and generate reports, lists and other materials; utilize word processing and other software as required.
• Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents.
• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
• Coordinate and compile Board Agenda materials.
• Compile information and data for a variety of reports; organize, type and print reports and other written materials related to assigned office functions.
• Schedule meetings, conferences and appointments for the Director; maintain the Director's calendar; arrange travel accommodations as necessary.
• Prepare and maintain a variety of records, logs and files including purchasing orders, payroll, and other information of a confidential nature; maintain confidentiality of information and records.
• 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.
• Coordinate communication between the Director and District administrators, personnel, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems.
• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to a Director level administrator; interpret and apply rules and regulations as appropriate; perform duties to assist with administrative detail as appropriate.
• 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.

• 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.
• Operation of a variety of office equipment such as a computer, fax machine, calculator, copiers and other machines as required; enter data into a computer as assigned.
• Perform secretarial and administrative assistant duties.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Type 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 such as a computer, fax machine, copiers, and other machines as required; enter data into a computer as assigned.
• Make arrangements for meetings and conferences.
• Maintain a variety of files, records and logs.
• Plan and organize work.
• Provide work direction to others as assigned.

Education and Experience:

• High school diploma or G.E.D. Certificate
• Five years of responsible secretarial experience involving the use of word processing and record-keeping software.

Licenses or

Certifications:

• N/A

Special Requirements:
Must take all required clerical assessments and earn a passing score.

• Requires the ability to lift, carry, push or pull light weights, up to 30 pounds.
• Requires bending, squatting, crawling, climbing, reaching.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires the ability to communicate effectively using speech, vision…