ADMINISTRATIVE ASSISTANT - SITES and FACILITIES

JobID: 5960 Position Type: Secretarial/Clerical/Administrative Assistant - Grade 4 Date Posted: 11/9/2023 Location: BEAVER BROOK PURPOSE: This grade is accountable for independently providing both office administration and secretarial support for major programs.
Incumbents in this class may perform the full range of secretarial functions as described in Grades 1-3 positions, but the focus of the position is on administrative activities requiring an advanced level of accountability, problem solving and interpersonal contacts.
Incumbents should gain the knowledge necessary to perform successfully if advanced to the Sr.
Administrative Assistant level.
SUPERVISION RECEIVED: Works under the limited supervision of an Administrator and may have lead responsibility over other clerical staff as assigned.
EXAMPLE OF DUTIES: Incumbents perform a variety of secretarial duties as illustrated in the following areas: TYPING: Using a computer and types a full range of correspondence, reports, bills, drafts, etc.
from rough draft, transcription, dictated notes, etc.
Proofreads for content.
Edits using knowledge of grammar, punctuation and spelling.
FILING: Designs office filing systems.
Organizes and maintains files (including confidential files).
Maintains, updates and reviews manuals and reference materials.
CORRESPONDENCE: Composes complex letters/memoranda, etc.
(e.
g.
explaining department practices and/or policies) for own or direct manager's signature.
REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations to direct manager.
Completes bi weekly payroll for eighty plus staff members including several shift differentials.
Requests purchase orders and pays invoices for over $1 million dollars of purchases per year.
Assists in the scheduling of substitute custodians to cover full time absences.
Administers work order system for school district and communicates with Public buildings on City work orders.
Inputs and updates alarm codes for all schools and buildings district wide INTERPERSONAL: Acts for manager by reiterating manager's interpretation of established policies and procedures, etc.
; troubleshoots by relieving manager of as much administrative detail as possible; acts for and regularly makes secretary-related decisions in manager's absence (within prescribed limits of authority).
PROCESSING: Scans letters, memos, reports and other materials to determine action required; may make recommendations to direct manager.
PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); researches, assembles and coordinates meeting materials (e.
g.
charts, graphs, reports); writes minutes of meetings, lectures, conferences, etc.
from rough draft; takes notes using shorthand, speedwriting or machine transcription.
Prepares expense accounts.
Makes travel arrangements.
OFFICE MANAGEMENT: Authorizes purchases and payments (within prescribed limits of authority); develops input and prepares documentation for office and/or department budget; coordinates budget control and monitoring and communicates the same to direct manager; develops office and/or department procedural manuals for review by manager; coordinates interviews and processes new hires; assists with training of office support staff; may lead other office support staff.
Performs related duties as assigned.
KNOWLEDGE, SKILL AND ABILITY - MINIMUM QUALIFICATIONS REQUIRED: Possesses considerable knowledge of office administration and management protocols, policies, procedures, regulations, etc.
(e.
g.
, budgeting, staff processing, purchasing, etc.
) Demonstrates considerable knowledge of proper grammar, punctuation, spelling and business mathematics in order to ensure accurate preparation and distribution of business communications and reports.
Demonstrates considerable interpersonal skills including, but not limited to, tact and diplomacy and the ability to troubleshoot for the direct manager.
Possesses substantial ability to schedule and prioritize office workflow with limited or no supervision.
Demonstrates significant ability to operate office equipment which may include word processors, computer terminals, printers, copiers, telefacsimilie machines or other automated equipment.
Possesses considerable ability to take notes that will result in appropriate business communications (i.
e.
, shorthand, speedwriting, or other method acceptable to the supervisor).
Demonstrates significant ability to respect and maintain the integrity and confidentiality of sensitive data.
Demonstrates considerable ability to read, write, and follow detailed instructions in English.
Possesses excellent communication skills, both written and verbal.
Familiarity with budgeting and financial management systems with demonstrated aptitude.
Familiarity with Frontline, Bosch and DMP alarm systems, and Tyler accounting systems a plus.
Demonstrates strong organization skills and attention to detail.
Possesses proven ability to be flexible and manage changing priorities; must have a strong sense of time management.
Possesses proof of high school diploma or equivalent.
EXPERIENCE AND TRAINING: Six (6) plus year's experience performing secretarial and sr.
secretarial work successfully.
Strong bookeeping expercience desired.
Demonstrates intermediate MS Word, Excel and Powerpoint skills, including the ability to pass an intermediate level software assessment.
Proven quick-study.
Demonstrates the ability to work successfully in both independent and team environments.
Demonstrates willingness to learn and develop intermediate-proficient skills in education-related software programs.
REPORTS TO: Coordinator of Sites & Facilities Working Conditions: Pay Grade/Level: Grade 4- 52 week position Bargaining Unit Contract Application Procedure: Apply Online Please go on-line at www.
danbury.
k12.
ct.
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