Administrative Assistant I

Los Alamitos Unified School District; California (MO); On-site; USD 36,000 - 52,000; Full time

Job summary

Los Alamitos Unified School District seeks an Administrative Assistant to provide varied secretarial and clerical support within the Auxiliary Services Department. You will organize office activities and coordinate communications for the administrator assigned.

Responsibilities include transcribing confidential material, preparing reports, maintaining schedules, supervising clerical staff, handling mail, and ensuring records and budgets are kept with discretion and accuracy.

Qualifications

• Two years of college with secretarial or related business focus.
• Three years of increasingly responsible secretarial experience.

Responsibilities

• Organize and manage day-to-day department office activities and communications.
• Transcribe letters and memoranda, including confidential material, from oral instructions.
• Compile reports and data for studies and special projects.
• Check reports and data for accuracy and compliance with standards.
• Handle incoming/outgoing calls and schedule appointments with professional service.
• Schedule, direct and supervise clerical staff as needed.
• Arrange notices of meetings and prepare minutes for distribution.
• Monitor department budget and maintain calendars and travel plans.
• Maintain confidential records and filing systems.
• Order, receive, inventory, and distribute supplies for department.

Skills

Typing 60 wpm

Excellent written and spoken English

Communication and interpersonal skills

Organizational skills

Discretion and confidentiality

Record keeping

Problem analysis

Meeting and scheduling

Education

Two years of college in secretarial science

Job description

Position Vacancy is in the: Auxiliary Services Department

BASIC FUNCTION

Under the direction of a District Administrator provide assistance with varied and complex secretarial and clerical support services; support the administrator of administrative and clerical detail; organize office activities and coordinate the flow of communications for the administrator assigned.

DISTINGUISHING CHARACTERISTICS

This class is distinguished from the Administrative AssistantII classification in that incumbents perform administrative assistant type duties for a portion of a division. Incumbents in the Administrative AssistantII classification perform a variety of complex and technical administrative assistance involving an entire division such as Instruction, Human Resources and Employee Relations or multiple departments of a large division such as Business. Administrative AssistantII is to also provide leadership and direction to other clerical staff in that division.

REPRESENTATIVE DUTIES

1. Organize and manage the day-to-day activities of a department office ensuring efficiency of the office operations; coordinate communications; support the administrator of administrative detail.

2. Transcribe letters and memoranda, including confidential material; compose letters independently or from oral instructions, requesting or providing information addressing routine matters unrelated to policy questions.

3. Compile reports and data for studies; assist in organizing materials for publication or special projects.

4. Check reports, records and other data for accuracy, completeness and compliance with established standards.

5. Handle incoming and outgoing phone calls. Schedule appointments and assist callers with friendly and professional customer service. This includes, but is not limited to, students, administrators, teachers, parents and others.

6. Make decisions in accordance with laws and regulations and apply them as necessary.

7. Schedule, direct and supervise tasks of additional clerical personnel as required by job assignments and workload.

8. Arrange for and send out notices of meetings; prepare agenda items; maintain records and prepare drafts of minutes for distribution to appropriate personnel.

9. Monitor department budget.

10. Open, sort and route mail for the department.

11. Maintain calendar for administrator; arrange meetings, schedule appointments, make conference/travel arrangements as requested.

12. Maintain a variety of confidential information, files and records.

13. Order, receive, inventory, store and distribute supplies and forms for department personnel.

14. Maintain confidentiality of records and information, including information regarding Board, District, personnel, pupil or controversial matters.

15. Perform other job-related work as assigned.

KNOWLEDGES AND ABILITIES

KNOWLEDGE OF

School District organization, operations, policies and objectives

Applicable sections of the State Education Codes and other applicable laws

Department organization, rules and programs

Basic principles and practices of supervision and training

Current office practices, procedures and equipment

Telephone techniques and etiquette

Record keeping techniques

Communicate effectively both orally and in writing

Interpersonal relations skills using tact, patience and courtesy

ABILITY TO

Work independently with little direction

Type at 60 words per minute net from clear copy

Analyze problems accurately and adopt an effective course of action

Understand and follow oral and written directions

Compose independently or from oral instructions letters, memos, bulletins or other material

Establish and maintain effective working relationships with others

Read, interpret and follow rules, regulations, policies and procedures

Operate various office machines such as, calculator, copy machines and computer

Make arrangements for meetings, workshops and conferences

Maintain records and prepare reports

Maintain a variety of filing systems

Meet schedules and timelines

Plan and organize work

Work confidentially with discretion

Communicate effectively both orally and in writing

Type from transcribing equipment

Attend meetings, conferences and workshops

Complete work with many interruptions

EDUCATION AND EXPERIENCE

• Completion of two years of college with a major in secretarial science or related business field and
• Three years of increasingly responsible secretarial experience