NWESD Services Menu

Administrative Assistant II

Administrative Assistant II

By |October 3rd, 2018|
Department: Administration, Behavioral Health and Prevention Services, Early Learning, Fiscal Services, Northwest Regional Data Center, Technology Services
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 and/or oversees a variety of administrative, fiscal, staff support, and planning activities for NWESD department administrator(s), some of which require advanced or specialized knowledge and skills and may be of a confidential nature.  May coordinate specified administrative activities and reporting across multiple departments/programs.

ESSENTIAL FUNCTIONS:

  • Oversees and/or performs a range of diverse administrative activities for the department; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the department.
  • Provides and/or oversees support activities for the department such as answering telephones, assisting visitors, resolving problems and inquiries, review and management of incoming and outgoing correspondence, and follow-up on commitments.
  • Ensures timely responses to a variety of routine written inquiries; composes, formats, and proofreads/edits correspondence from dictation, verbal direction, or from knowledge of established department/program policies/procedures; applies knowledge and understanding of underlying operational issues to create and edit technical and/or administrative correspondence and documentation.
  • Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
  • Coordinates workshop/conference registrations, cancellations, and refunds according to NWESD policies/procedures and maintains accurate electronic records in the adopted system/format.
  • Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
  • Establishes, maintains, and updates department files, inventories, 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.
  • Monitors, reconciles, and assists with fiscal administration for the department, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
  • Requisitions supplies and services.
  • Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
  • Leads, trains, and guides the work of staff at a lower responsibility level and supervises volunteers as appropriate; may participate in hiring recommendations.
  • Provides administrative assistance with position postings/recruitment, as appropriate, including assisting with interview documents.
  • Performs miscellaneous job-related duties as assigned.

Supervisory:   This position does not have supervisory responsibilities of NWESD staff, however, the position may be required to provide oversight to staff/contractors for specific project(s).

OTHER POSITION FUNCTIONS:

Performs related duties as required to the specific department.  At the time of the interview and/or during employment additional position-related functions may be provided/added.  Position related functions are those that may not be specifically listed in the Position Description, but are within the general occupational series and responsibility level typically associated with the classification of work.

QUALIFICATIONS:

High school diploma or GED; two (2) years of college level secretarial course work and two (2) years of progressively responsible administrative level secretarial 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 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 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, budget oversight, and fiscal management.
  • 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.

Distinguishing Characteristics

Position requires: a) serving as primary administrative and operational liaison with internal departments and external entities; b) using independent judgment in problem solving of complex operating issues; c) utilization of word processing, spreadsheets, and database applications to manipulate and format correspondence/data; d) frequent organization of resources and participation in planning of complex projects, operations, and/or events for the department; e) financial control and tracking of department budget and expenditures, with knowledge of computerized information systems used in financial and/or accounting applications; f) training and mentoring staff; and g) assisting with coordination of human resource activities.

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 forty (40) 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.