Administrative Assistant I (226 Days)

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Administrative AssistantAdministration & Office Support

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Overview

Prepare and maintain a ledger of the department’s financial transactions and keep a running total of the department’s budget.

Technical Tools

Administrative AssistantAdministration & Office Support

Prepare and maintain a ledger of the department’s financial transactions and keep a running total of the department’s budget. Enter and track internal requisitions and encumbrances utilized by emergency funding, internal and external requisitions, and purchase orders. Communicate regularly with Assistant Director, Supervisors, and Budget Services regarding budget and other financial matters.
Communicate with internal warehouse and external vendors to procure goods and services. Perform responsibilities related to ordering supplies including inputting orders, following up on the status of orders, receiving goods, input receipts or deductions, and filing order documents.
Prepare and submit biweekly payroll for the department; including supplemental setup and running related reports. Collaborate and communicate with internal and external staff and departments to resolve payroll issues.
Retrieve various data from supervisors and incorporate the information in to a high level report for Leadership.
Assist with the annual budget development process based on previous year's data. Prepare and participate in internal audits, as necessary.
Coordinate, organize, and manage administrative operations for the assigned area. Maintain a filing system, paper and electronic, including budget, payroll, employee records, and other relevant department files. Create and maintain documents including but not limited to reports, spreadsheets, memos, and other correspondences.
Communicate professionally and effectively with a diverse workforce and serve as liaison and resource for the Custodial staff, site-based staff, District staff, and the community.
Maintain professional relationships and excellent communications with department leadership and co-workers to facilitate the completion of assigned tasks.
Prepare for and participate in new hire orientation for the department.

Required High School Diploma or GED.
Required minimum of three (3) years of experience, secretarial training or combination of work related experience.
Basic understanding of bookkeeping/accounting systems for revenue, expenses, and general job costing.
Proven ability to work with the District’s preferred software including Microsoft Office.
Task oriented self-starter with the ability to perform with a high degree of accuracy. Proven organizational, communication, and interpersonal skills.
Ability to understand and adapt to the District's organizations, operations, and policies.
Bilingual is a plus.

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