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Administrative Assistant I

Administrative Assistant I

By |October 3rd, 2018|
Department: Administration, Special Programs and Services, Teaching and Learning
Report to: Varies by Department
Supervises: N/A
Classification: Classified
FLSA Status: Non-Exempt
Salary Range: Salary Schedule I (Classified)

SUMMARY:

Independently and cooperatively performs a variety of administrative and staff support duties for NWESD department administrator(s)/manager(s), which require a range of skills and knowledge of organizational policies and procedures and may be of a confidential nature.

ESSENTIAL FUNCTIONS:

  • Coordinates and performs a range of staff and/or operational support activities for the department/program; serves as a liaison with other departments/programs in the resolution of day-to-day administrative and operational challenges.
  • Provides administrative support for the department/program such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative challenges and inquiries.
  • Ensures timely responses to a variety of routine written inquiries; composes and proofreads/edits correspondence from dictation, verbal direction, or from knowledge of established department/program policies/procedures; may record, compose, edit, and distribute agendas and/or minutes of meetings.
  • Maintains calendars, schedules appointments, coordinates meetings, and/or other similar activities for supervisors, which may include travel and lodging arrangements.
  • Coordinates workshop/conference registrations, cancellations, and refunds according to NWESD 189 policies/procedures and maintains accurate electronic records in the adopted system/format.
  • Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
  • Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
  • Balances, monitors, and reconciles internal department/program budgets and financial reporting system reports; may prepare drafts of budget planning documents; may manage refunds and reconciliations.
  • Requisitions supplies and services.
  • Assists department/program management and staff in problem solving, project planning, and development and execution of stated goals and objectives.
  • Trains and supports new staff at or below their responsibility level, as requested.
  • Performs miscellaneous job-related duties, as assigned.

QUALIFICATIONS:

High school diploma or GED; at least three (3) years of experience that is directly related to the duties and responsibilities specified, preferably in an educational organization.  An equivalent combination of education and experience may be substituted which provides the skills, knowledge and abilities to perform the essential functions of the position. WSP/FBI criminal history background clearance may be required.

Knowledge, Skills, and Abilities Required:

  • Ability to make administrative/procedural decisions/judgments and to answer substantive questions relating to department/program services and then to follow through with requests, as appropriate.
  • Knowledge of NWESD 189 and department/program policies/procedures and the ability to consistently perform position responsibilities within compliance.
  • Interpersonal/receptionist skills, including the ability to establish and maintain effective working relationships with co-workers, school district staff, vendors, board members, and the general public.
  • Ability to communicate effectively, both orally and in writing.
  • Organization and coordination skills, including the ability to organize resources, establish priorities, work independently, use effective time management, process multiple tasks simultaneously while maintaining accuracy and attention to detail in an environment of frequent interruptions, and complete duties in timely manner.
  • Ability to maintain calendars, schedule appointments, and coordinate travel.
  • Ability to create, compose, and edit written materials.
  • Ability to record and transcribe meeting minutes.
  • Knowledge of records maintenance requirements and the demonstrated ability to comply through NWESD 189 policy/procedures adherence and to maintain confidentiality of records and other information.
  • Ability to gather data, compile information, and prepare reports.
  • Knowledge of general accounting principles.
  • Knowledge of supplies, equipment, and/or services ordering and inventory control.
  • Ability to analyze and resolve challenges/solve problems.
  • Ability to lead and train staff and/or volunteers.
  • Ability to learn and master new and evolving position responsibilities.
  • Ability to effectively use technology and/or software to perform various Essential Functions.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

Work is performed in an office environment; however, travel may be required for workshops or conference attendance.  Lifts and carries a maximum of thirty (30) pounds.  Adequate manual and finger dexterity, hearing, speech and vision are necessary to perform the essential functions of the position.

Hazards: Those present in a normal office environment.  Lifting and moving tables and chairs for workshop setup is a potential hazard if adherence to proper safety procedures are not provided.

The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.

It is the policy of the Northwest Educational Service District No. 189 to not discriminate against any person with regard to race, color, religion, sex, age, national origin, marital status or physical or mental disability.