Administrative Assistant II

Charlotte-Mecklenburg Schools; Charlotte (NC); On-site; USD 38,000 - 48,000; Full time

Job summary

Charlotte-Mecklenburg Schools is seeking an Administrative Assistant II to provide administrative office support for the assigned administrator, manage calendars, prepare reports, and handle correspondence with confidentiality and professionalism.

The role includes payroll assistance, budget monitoring, and coordination of staff attendance at conferences and meetings. A High School diploma or equivalent and at least two years of clerical experience are required.

Qualifications

• Knowledge of public schools principles and practices.
• Knowledge of records preparation and maintenance.
• Knowledge of policies and procedures of school systems.
• Knowledge of accounts payable policies and practices.
• Knowledge of routine accounting principles.

Responsibilities

• Adhere to state, federal, and local laws, policies, and procedures.
• Serve as an assistant to assigned administrator or department.
• Coordinate special programs/projects in support of department/school activities.
• Maintain calendars and schedule meetings with stakeholders.
• Prepare agendas, reports, correspondence, and memorandums.
• Respond to inquiries and route calls with confidentiality and professionalism.
• Support stakeholders in person, via phone, and email.
• Open, sort, and distribute incoming mail.
• Monitor expenditures; prepare financial reports and budget transfers.
• Prepare monthly balancing of books, ledgers and bank reconciliation.
• Prepare year-end financial statements and audit documentation.
• Receipt and deposit monies; reconcile checking accounts.
• Assist with staff attendance arrangements for conferences and meetings.
• Assist with payroll processing and employee leave tracking.
• Maintain inventory of office supplies, technology and furniture.
• Maintain and update records, files, and forms.
• Complete local/state/federal surveys and report accurately.
• Participate in professional development workshops.
• Create an inclusive environment with positive communication.
• Perform related work as assigned.

Skills

Public schools knowledge

Records maintenance

Policies and procedures

Accounts payable

General accounting

Professional composure

Effective communication

Budget monitoring

Judgment

Confidentiality

Initiative

Work under stress

Team collaboration

Deadline-driven

Education

High School diploma or equivalent

Two years clerical/admin experience

Job description

General Definition of Work

The administrative assistant II, under moderate supervision, performs moderately complex work with limited decision-making discretion providing administrative office support work for the assigned administrator while conducting the day-to-day office administration. This position performs a wide variety of office, administrative, and clerical duties. Employee performs administrative support work to carry out Board of Education policies and procedures under the direction of the assigned administrator.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary/Status

Pay Grade NC 09/Full-time, 12 months

Reports To

Assigned Administrator

Place of Work

The normal place of work is on the premises used by Charlotte-Mecklenburg Schools. Charlotte-Mecklenburg Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

• Adhere to all state, federal, and local laws, policies, and procedures
• Serve as an assistant to assigned administrator or department
• Coordinate special programs/projects in support of department/school activities
• Maintain calendars and schedule meetings between internal and external stakeholders
• Prepare agendas, reports, correspondence, and memorandums
• Respond to direct inquiries and route calls to the appropriate party for prompt and efficient resolution with confidentiality and a high level of professionalism
• Support stakeholders in person, via phone, and email
• Opens, sorts and distributes incoming mail
• Monitor expenditures; prepare financial reports, budget transfers, and other documentation
• Prepare monthly balancing of assigned books, ledgers and bank reconciliation
• Prepare year-end financial statements and organize documentation for yearly audit
• Receipts and deposits monies collected. Maintains and reconciles checking accounts, if applicable
• Assist with arrangements for staff attendance at conferences, workshops and meetings to include registration, transportation, accommodations, and reimbursements
• Assist with processing payroll, report and maintain employee leave/absences, and assist with processing quarterly mileage and expense reimbursements
• Maintain inventory of office supplies, technology and furniture
• Maintain and update records, files, and forms in all formats
• Complete local, state, or federal surveys and report accurately and promptly
• Participate in professional development workshops
• Create an inclusive environment with positive communication/public relations
• Perform related work as assigned or required

Knowledge, Skills, Abilities

• Knowledge of principles and practices of public schools
• Knowledge of required records preparation and maintenance
• Knowledge of county and school board policies, procedures, and standards regarding school systems
• Knowledge of accounts payable policies, practices and procedures
• Knowledge of routine accounting principles
• Ability to maintain professional and emotional control under stress
• Ability to reflect appropriate response to situations, while maintaining a professional and personal demeanor
• Ability to learn and use specialized tools, equipment or software related to business needs
• Ability to implement local, state, and federal rules, guidelines, and procedures into daily business operations
• Ability to communicate effectively
• Ability to monitor a budget
• Ability to reason, make judgments, and maintain effective working relationships
• Ability to employ positive communication skills in all settings/mediums
• Ability to problem-solve utilizing sound judgment
• Ability to maintain confidentiality regarding school system business
• Ability to take initiative, work independently, and exercise sound judgement
• Demonstrated ability to work effectively in a deadline-driven, rapidly changing team environment

Education And Experience

• High School diploma or equivalent required
• Minimum of two (2) years clerical or administrative office support experience preferred
• Equivalent combination of education and experience

Special Requirements

• Possess and maintain a valid Driver's License or ability to provide own transportation
• Travel to school district buildings and professional meetings

Physical Requirements/Working Conditions

• Work requires the occasional exertion of up to ten pounds of force
• Work regularly requires the exchange of accurate and detailed information through oral and written communication
• Constantly operates a computer and other office business equipment
• Ability to remain in stationary position for required meetings/work
• Ability to move to other work locations
• Visual acuity requires preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities
• Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications
• Work requires preparing and analyzing written or computer data, operating standard office equipment, and use of advanced technology
• Work occasionally requires exposure to outdoor weather conditions
• Work is generally in a moderately noisy location (e.g., business office, light traffic)
• Requires the ability to deal with people beyond giving and receiving instructions
• Must be adaptable to performing under mild to high levels of stress

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job. Job description is sourced from employee interviews, internal documents, representative job descriptions in similar districts, and other state/federal agencies.

Charlotte-Mecklenburg Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.