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Job Description

Administrative Assistant

POSITION TITLE: Administrative Assistant

QUALIFICATIONS:  A bachelor’s degree in office systems/administration, business, accounting, or a related field is required.  Must have a minimum of five years Administrative Assistant/Executive Office Associate experience at the Assistant Superintendent, Executive or Senior Director or equivalent level.  Must have a comprehensive working knowledge of large urban public school system administrative operations.  Must be highly competent in standard business office procedures, practices and the operation of business office equipment.  Exceptional communications, public relations and customer service skills are required along with excellent organizational and planning skills.  Must have the ability to establish and maintain effective working relationships with school board members, school administrators, central office staff, parents, and community/business representatives.  Must possess the ability to work under pressure and effectively plan, organize and coordinate work independently.  Must have some experience with supporting budget development, tracking of expenditures and the processing of payment of invoices.  Must have experience with the planning, organization and implementation of senior executive level conferences, workshops, and meetings.  Must be adaptable to changing priorities and be able to successfully complete multiple assignments simultaneously within deadlines.  Considerable experience required with Microsoft Word, Excel, Access, PowerPoint and Internet and Intranet access.  Must demonstrate proficiency by achieving a passing score on the Microsoft Word Exam.

GENERAL DEFINITION AND CONDITIONS OF WORK:  Performs difficult, skilled responsible administrative assistant duties and responsibilities.  Performs a variety of executive office associate support tasks in an office environment and does other related work as required.  Work is performed independently or under minimum supervision.  This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires stooping, kneeling, crouching, reaching, pulling, lifting, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions.

PERFORMANCE EXPECTATIONS:  Performs difficult, skilled responsible administrative assistant duties and responsibilities supporting the Superintendent.  Coordinates regular and special meetings by processing tentative agendas, assisting with the coordination of and assisting with the preparation and distribution of supporting documents and information, notices and reminders of meetings to Superintendent and appropriate division staff. Arranges for meeting rooms and meal service as required and prepares drafts of all meeting minutes for approval by the Superintendent.  Provides administrative support for correspondence requiring Superintendent review and/or approval.  Assists in the preparation of and arrangements for Superintendent leadership team retreats, joint meetings with City Council, meetings of School Board City Council Liaison Committee, etc as required.  Makes travel arrangements for Superintendent to attend state and national meetings, conferences, workshops and processes reimbursements.  Provides administrative support services for special assignments involving such projects as consultant studies and advisory committee activities as well as conducting research and gathering information for the Superintendent as requested or required.  Requests information needed from the other offices for periodic or special conferences, reports, meetings, inquiries, etc.  Performs other related duties as assigned.

REPORTS TO:  Superintendent

PAY SCHEDULE: Unified Pay Schedule, Pay Grade 118

LENGTH OF CONTRACT: 260 Days (12 months)

FLSA: Non-exempt