Administrative Assistant

Job Description

Glendale Elementary School District

Administrative Assistant

Purpose Statement

The job of Administrative Assistant is done for the purpose/s of providing a wide variety of complex and

confidential administrative and secretarial support; communicating information on behalf of and acting as a

liaison for assigned Administrator to/with school district staff, other school districts, auditors, public

agencies, the public, etc.

Essential Functions

Analyzes and reviews a variety of processes for the purpose of ensuring compliance with established

regulations and/or making appropriate assignments.

Compiles data from a variety of sources for the purpose of complying with financial, legal and/or

administrative requirements.

Composes a variety of complex documents (e.g. correspondence, agendas, minutes, event programs,

bulletins, reports, etc.) for the purpose of communicating information to district personnel, the public, etc.

Coordinates a variety of programs and/or activities (e.g. legal review of contracts, board items,

agreements, meetings, site in-service day activities, workshops, travel and accommodations,

conferences, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering

services in conformance to established guidelines.

Evaluates potentially volatile situations (e.g. involving staff, students, parents, the public, etc.) for the

purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

Maintains a wide variety of confidential documents, files and records for the purpose of providing up-to-

date reference and audit trail.

Maintains detailed spreadsheets for the purpose of monitoring various accounts, grant funds and budget

analysis.

Maintains inventories of supplies and materials for the purpose of ensuring items' availability.

Monitors assigned activities and/or program components for the purpose of coordinating activities and

ensuring compliance with established financial, legal and/or administrative requirements.

Prepares a wide variety of reports, exhibits and correspondence for the purpose of documenting

activities, providing written reference and/or conveying information.

Presents information on administrative procedures, services, regulations, etc. for the purpose of training

and orienting other personnel and/or disseminating information to appropriate parties.

Responds to inquiries, including answering the telephone and/or telephone system, e-mails/memos for

the purpose of resolving problems, providing information and/or referring to appropriate personnel.

Schedules a variety of activities (e.g. meetings, conference registrations, workshops, travel

arrangements, facilities usage, etc.) for the purpose of assisting in meeting staff professional

development needs/requirements and ensuring the efficient utilization of funds, personnel, equipment

and/or facilities.

Serves as a liaison to committees and/or organizations on behalf of administrator for the purpose of

conveying and/or gathering information required for district operations.

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Supports assigned administrator/s for the purpose of providing assistance with their administrative

functions.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective

functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet

changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job

include: operating standard office equipment including using job related software applications, preparing and

maintaining accurate records; and planning and managing projects.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read

a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze

situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily

perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; common

office machines; and concepts of grammar and punctuation; and office methods and practices.

ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate,

and/or classify data; and use job-related equipment. Flexibility is required to independently work with others in a wide

variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined

methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of

varied types and/or purposes; and utilize specific, job-related equipment. Independent problem solving is required to

analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines;

and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform

the functions of the job include: adapting to changing work priorities, communicating with diverse groups, maintaining

confidentiality, meeting deadlines and schedules, setting priorities, working as part of a team, and working with

frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading,

guiding, and/or coordinating others; supervising the use of funds. Utilization of some resources from other work units

is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some

lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 60% sitting,

20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.

Experience: Job related experience with increasing levels of responsibility is required.

Education: High school diploma or equivalent.

Equivalency: .

Required Testing: Certificates and Licenses

Pre-employment Proficiency Test

Continuing Educ. / Training: Clearances

IVP Fingerprint Clearance Card Required,

Measles/Rubella Immunity/Vaccination

Valid form I-9

FLSA Status Approval Date Salary Grade

Non Exempt 31

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