New Haven Unified School District
Location
Hayward, CA | United States
Job description
Under the direction of an assigned administrator, perform a wide variety of independent secretarial and administrative assistant duties to relieve the supervisor of administrative and clerical detail; coordinate flow of communications between administrators, faculty, staff, students, parents and the public.
The Administrative Assistant I, II and III classifications serve as secretaries to an administrator with responsibility over a number of major functions. Incumbents in these classes perform duties under minimal direction. Incumbents in this class perform duties requiring a high level of initiative and independent decision-making.
Perform a wide variety of independent secretarial and administrative assistant duties to relieve the supervisor of administrative and clerical detail
Take and transcribe dictation as assigned by the position
Type a variety of correspondence, memoranda, requisitions, reports, board agendas, lists, bulletins, forms and letters
Assemble materials and prepare packets.
Coordinate flow of communications and serve as a liaison between administrators, faculty, staff, students, parents and the public
Explain programs, policies and procedures; initiate and answer telephone calls
Screen and route calls
Respond to inquiries and provide information; retrieve and respond to messages as appropriate.
Compose a variety of correspondence independently or from oral instruction
Retrieve information as requested by school personnel
Maintain confidentiality of sensitive and privileged information.
Prepare and maintain records related to the assignment
Record expenditures
Maintain and monitor department budgets
Prepare purchase orders, stipends, travel claims, and check requests.
Compile information and prepare and maintain a wide variety of data and reports according to established procedures and time lines
Participate in special projects and research related to the administrator’s area of responsibility.
Prepare and maintain a variety of records related to assigned activities
Establish and maintain filing systems
Compile and duplicate related materials as needed.
Coordinate and schedule meetings, appointments, workshops, conferences and special events
Prepare agendas for and take minutes at assigned meetings
Arrange travel reservations
Maintain assigned calendars.
Train and provide work direction and guidance to clerical staff and student assistants as assigned by position
Provide input on employee performance as requested.
Operate a variety of office equipment including a copier, fax machine, typewriter, and a computer and assigned software.
Receive, open, sort, screen and distribute incoming mail
Assist in the preparation and dissemination of materials and information to the public and staff regarding various events and activities.
Monitor inventory levels of office supplies and order replacements as necessary
Arrange for office equipment repairs as necessary.
Perform related duties as assigned.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.
Financial and statistical record-keeping techniques.
District organization, operations, policies and objectives.
Research methods.
Operation of a computer and assigned software.
Interpersonal skills using tact, patience and courtesy.
Principles of training and providing work direction.
Methods of collecting and organizing data and information.
Business letter and report writing techniques.
Telephone techniques and etiquette.
Budgeting practices regarding monitoring and control.
Modern office practices, procedures and equipment.
Mathematical computations.
Perform a wide variety of independent secretarial and administrative assistant duties to relieve the supervisor of administrative and clerical detail.
Coordinate flow of communications between administrators, faculty, staff, students, parents and the public.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Interpret, apply and explain applicable laws, codes, rules, regulations, policies and procedures.
Type at a minimum of 65 words per minute from clear copy.
Take and transcribe dictation at an acceptable rate of speed.
Maintain financial and statistical records.
Compile and verify data and prepare reports.
Understand and work within scope of authority.
Maintain confidentiality of sensitive and privileged information.
Complete work with many interruptions.
Compose correspondence and written materials independently or from oral instructions.
Establish and maintain a variety of filing systems.
Operate a variety of office equipment including a computer and assigned software.
Prioritize and schedule work.
Train and provide work direction to others.
Work independently with little direction.
Make mathematic calculations with speed and accuracy.
Maintain consistent, punctual and regular attendance.
Move hands and fingers to operate a computer keyboard.
Hear and speak to exchange information in person or on the telephone.
Sit for extended periods of time.
See to read a variety of materials.
Bend at the waist, kneel or crouch to file materials.
Any combination equivalent to: graduation from high school supplemented by college-level course work in business, secretarial science or a related field and three years of secretarial and administrative assistant experience involving frequent public contact.
Office environment.
Constant interruptions.
225 day work year
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