Administrative Assistant II - Business Services

Madison Elementary School District; Phoenix (AZ); On-site; USD 10,000 - 60,000; Full time

Job summary

An established educational institution is seeking a dedicated Administrative Assistant II for its Business Services department. This role involves a variety of administrative and clerical tasks, ensuring the smooth operation of the business department. The ideal candidate will possess strong communication skills, be detail-oriented, and have experience in a school setting. Responsibilities include managing correspondence, assisting with budget preparation, and maintaining confidential records. Join a supportive team where your contributions will make a significant impact on the educational community.

Benefits

Health Insurance

Retirement Plan

Paid Time Off

Professional Development Opportunities

Qualifications

• High school diploma required; school system experience preferred.
• Four years of secretarial experience preferred.

Responsibilities

• Provide administrative support to the Business Department.
• Assist with budget preparation and financial reports.
• Maintain confidentiality and handle inquiries from staff.

Skills

Secretarial Experience

Data Entry

Effective Communication

Bilingual (Spanish)

Record Keeping

Education

High School Diploma

Tools

Standard Computer Software

Job description

MADISON ELEMENTARY SCHOOL DISTRICT #38

TITLE: ADMINISTRATIVE ASSISTANT II (BUSINESS SERVICES)

JOB SUMMARY:

To perform a wide variety of administrative, clerical, and technical functions to ensure effective and efficient operations of the business department.

QUALIFICATIONS AND REQUIRED SKILLS:

• Possess high school diploma or equivalent; school system experience preferred.
• Possess four years of increasingly responsible secretarial experience preferred.
• Require excellent command of the English language.
• Skill in composing memos, letters, reports, and other documents.
• Knowledge of district policies and procedures.
• Knowledge of record keeping and confidential records management principles.
• Skill in effective communication, both verbal and written.
• Skill in establishing and maintaining effective relationships with co-workers, parents, and others.
• Knowledge of general office processes and procedures, including accounts payable administration.
• Skill in entering data into standard and specialized computer software with accuracy and speed.
• Spanish bilingual ability and capacity to translate written Spanish to English and vice versa (preferred).

RESPONSIBILITIES:

• Provide administrative support to the Business Department, including data entry, document preparation, and record-keeping.
• Prepare correspondence independently from oral instructions, district forms, and reports.
• Assist with budget preparation, financial reports, and expenditure tracking.
• Assist with accounts payable processes, including data entry, communication with district personnel and vendors.
• Maintain a high level of ethical behavior and confidentiality.
• Process purchase orders, invoices, and reimbursement requests according to district policies.
• Schedule and attend meetings; take notes and prepare summaries for distribution.
• Handle phone calls, emails, and inquiries from staff, vendors, and the public.
• Sort daily correspondence.
• Prepare and maintain purchase requisitions, purchase orders, etc.
• Coordinate meetings, prepare agendas and reports as needed.
• Assist in media communication and coordination of business trips/conferences.
• Produce annual projects as required.
• Operate equipment safely.
• Contribute to the team by accomplishing additional duties as assigned.

LANGUAGE SKILLS:

• Ability to read and interpret documents in English, including materials lists and procedure manuals.
• Ability to write routine correspondence in English.
• Ability to speak effectively in English before groups of customers or employees.

REASONING ABILITY:

• Ability to solve practical problems and deal with a variety of concrete variables in situations with limited standardization.
• Ability to interpret instructions furnished in written and verbal form.

EVALUATION:

Performance will be evaluated by the Director of Finance.

SUPERVISION:

Supervised by the Director of Finance. No supervisory responsibilities exercised.

GRADE / SALARY SCHEDULE / LENGTH OF WORK YEAR:

Grade F, $18.75 - $22.98 (DOE). 12 months / 8-hour day / benefits.