Administrative Assistant II (226 Days)

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Administrative AssistantAdministration & Office Support

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Overview

Coordinate the day-to-day functions of the department to meet the objectives of the department and district.

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Administrative AssistantAdministration & Office Support

Coordinate the day-to-day functions of the department to meet the objectives of the department and district.
Maintain budget records for the department and oversee all budget transactions to ensure timely processing of expenditures.
Organize and maintain routine office work, make arrangements for appointments, conferences, interviews, and travel.
Perform administrative duties such as maintaining the department filing system, processing routine correspondence, placing and receiving telephone calls and recorded messages; typing documents, ordering and maintaining supplies, and handling Career and Technical Education expenditures.
Process a variety of department-related documents and district forms in an accurate and timely manner. Acquire signatures from Legal, Purchasing, and upper management for all documents processed through the Teaching and Learning division.
Ensure timely notification of department staff regarding issues relating to policies, procedures, and practices.
Process routine correspondence, including documents for approval, department meeting agendas, and information packets.
Provide general information to employees, parents, and the public.
Provide regular feedback to leadership regarding the status of projects or issues.
Prepare correspondence, forms, spreadsheet reports, etc., for the department head and other staff members using a personal computer and common office software.
Maintain physical and computerized departmental files.
Prepare and process purchase orders, payment authorizations, procurement and board documents, and Oracle requisitions.
Answer incoming calls, take reliable messages, and route to appropriate staff.
Perform all other tasks and duties as assigned.

High School Diploma or equivalent (USA equivalent) and two years of training equivalent to two years of technical education, and/or associate’s degree.
Five years of directly related experience.
Mastery of Oracle functions, such as payroll, budget, and requisitions.
Ability to function independently.
Ability to maintain a pleasant, non-threatening, and inviting office environment.
Demonstrated ability to diffuse problems and hostile attitudes.
Ability to communicate effectively in verbal and written form.
Knowledgeable in the use of office equipment.
Organizational, interpersonal, and customer service skills required to achieve the goals of the position.
Proficiency in keyboarding, word processing, spreadsheets, and file maintenance; advanced typing skills of 60 wpm.
Knowledge of district organization, operations, and administrative policies preferred.
Bilingual (English/Spanish) is preferred.

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