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Administrative Assistant III

Administrative Assistant III

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

SUMMARY:

Independently manages and oversees the activities of a major, multifaceted NWESD department, as determined by the Superintendent. Serves as the primary point of contact for both internal and external constituencies on all matters pertaining to the department, and assists/represents the department administrator in communicating with constituents. Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the department and/or administrator, including those of a sensitive and/or confidential nature. Manages a variety of special projects, some of which may have NWESD-wide impact. Trains new staff at their responsibility level and supervises staff below their responsibility level, as requested. May coordinate specified administrative activities and reporting across multiple departments/programs.

ESSENTIAL FUNCTIONS:

  • Serves as the primary point of initial contact on matters directed to the department and/or administrator; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
  • Provides staff and department support for administrator, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate.
  • Provides assistance in the understanding and interpretation of NWESD policies and procedures, as appropriate, and ensures that department operations are in compliance.
  • Receives, screens, evaluates, and determines appropriate response to all written correspondence received by the department; independently formulates and disseminates written responses, as appropriate; composes and prepares written documentation and correspondence.
  • Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements; takes minutes, and provides administrative support and follow-up on matters arising from meetings.
  • Coordinates workshop/conference registrations, cancellations, and refunds according to NWESD policies/procedures and maintains accurate electronic records in the adopted system/format.
  • Gathers, investigates, researches, analyzes, and/or studies information affecting NWESD, intradepartmental, or interdepartmental operations.
  • 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.
  • Coordinates and/or assists with establishing or recommending budget allocations for the department and reviews revised and final budgets; may coordinate the budget processes, as specifically assigned.
  • May negotiate and recommend contracts and/or agreements for NWESD execution; administers executed contracts, as appropriate.
  • Coordinates the disposition and/or resolution of individual problems and disputes involving department staff, contractors, volunteers, and/or members of the general public, as they arise.
  • Oversees and coordinates activities of the department support staff, to include training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems; may participate in hiring recommendations and performance appraisals.
  • Provides administrative coordination and consultation with position postings, staff recruitment, and orientation, as appropriate, to include assisting with interview documents, interview logistics, and search documentation.
  • Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
  • Performs miscellaneous job-related duties as assigned.

Supervisory:  This position will serve as a lead worker over department support staff.

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 three (3) years of progressively responsible administrative level secretarial experience, including at least one (1) with lead worker or supervisory responsibilities, 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.
  • Comprehensive knowledge and understanding 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.
  • Advanced verbal and written communication skills and the ability to work with a wide range of diverse constituencies.
  • Demonstrated project management skills and the ability to resolve complex problems and issues.
  • Ability to maintain calendars, schedule appointments, and coordinate travel.
  • Ability to create, compose, and edit written materials
  • Ability to record and transcribe meeting minutes.
  • Information research, analysis, and evaluation skills.
  • 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 budget preparation and fiscal management.
  • Knowledge of office management principles and procedures.
  • Conflict resolution and/or mediation skills.
  • Ability to supervise and train employees, to include organizing, prioritizing, scheduling work assignments, and employee development and performance management skills.
  • 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 contact for department; b) using independent judgment in problem solving of complex operating issues; c) understanding and interpretation of policies/procedures; d) utilization of word processing, spreadsheets, and database applications to manipulate and format correspondence/data; e) frequent organization of resources and participation in planning of comprehensive projects, operations and/or events; f) establishment of budget allocations, financial control and tracking of department budget and expenditures; g) oversight, training and mentoring staff; and h) administrative coordination and consultation 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.