Administrative Assistant; SS Job Brandon Minnesota USA,Administrative/Clerical

Position: Administrative Assistant (SS): 10 month
Location: Brandon

Job Title

Administrative Assistant

Qualifications

Knowledge of business English including grammar, spelling, and punctuation
Knowledge of modern office equipment, practices, and procedures
Knowledge of computer software applications
Knowledge of department rules, procedures, and functions

Ability to:

Type accurately in positions requiring keyboarding
Gather, compare, and summarize data from a variety of sources
Operate a variety of office equipment
Communicate information clearly and concisely
Read and comprehend materials
Formulate logical and reasonable conclusions from available information
Establish and maintain effective working relationships with other employees and the general public
Proofread and edit solutions to arithmetic problems involving addition, subtraction, multiplication, division, and percentages

Performance Responsibilities

Provides clerical/secretarial support including composing and finalizing correspondence, establishing and maintaining filing systems, creating and maintaining databases, gathering and providing information, and recording fiscal activities to support office operations.

Performs a wide variety of clerical and office support functions with discretion to choose from defined procedures and practices, and to initiate changes where appropriate. Handles frequent interruptions, explains procedural changes to the public, and resolves complaints or problems by probing for information where needs, issues, and results are not readily apparent.

Decides on priorities, methods, organization, and timing to efficiently complete assignments; determines how to compile and retrieve information; corrects errors; recommends procedural changes; selects appropriate forms and software; approves designated expenditures; and determines proper referrals.

Daily contact with the public to instruct them on completing forms, provide status updates, explain processes and requirements, and collaborate with other agencies and units to clarify data and correct errors.

The incumbent works in a typical office environment.

Specific Responsibilities

Compose and finalize letters, narratives, memos, reports, and forms to produce accurate documents.

Choose appropriate formats based on content, including font styles and sizes, headers and footers, paragraphs, and page numbers.
Implement spelling and grammar checks and make corrections as needed.
Prepare reports by defining commands to compile information, determining formats and links among compatible software, and creating informational enhancements such as graphs, slides, and spreadsheets.

Respond to requests or questions regarding routine program operations to disseminate information and provide assistance to clients and the public.

Screen information, data, and forms.
Gather information by asking questions or locating sources.
Complete forms or select, sort, and compile data.
Explain or interpret procedures.

Make travel arrangements or schedule appointments to ensure necessary arrangements are made.

Review requests.
Determine available alternatives.
Select appropriate accommodations.

Establish and maintain computerized and manual filing systems by determining file-naming and organizational methods for data files and following standard filing procedures for correspondence, forms, and other documents to ensure accurate storage and retrieval capabilities.

Review documents, forms, data, and files to ensure accuracy and completeness.

Correct errors or contact appropriate individuals to obtain correct information.
Review content of incoming mail and determine appropriate distribution.

Perform other duties as assigned.

Terms of Employment

Full‑time, 40 hours weekly. Salary, work, and benefits to be established by the Board of Education.

Evaluation

Performance of this job is evaluated in accordance with provisions of the Board’s policy on evaluation of support services personnel.

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