Administrative Assistant III

Sarasota; Florida; On-site; USD 32,000 - 42,000; Full time

Job summary

Sarasota is seeking a detail-oriented administrative specialist to support the cost center head and office staff in a fast-paced environment. The role emphasizes accuracy, confidentiality, and efficient handling of multiple tasks.

The ideal candidate will possess an associate degree or equivalent experience, strong MS Office skills, and the ability to organize schedules and communications effectively, even under pressure.

Qualifications

• Associates Degree in a business field or 5+ years office experience.
• Minimum score 90 on the Microsoft Word test.
• Ability to compose and format general correspondence during the interview.
• Organize and work independently with speed and accuracy under deadlines.

Responsibilities

• Provide overall administrative support to the cost center head and office staff.
• Ensure high administrative efficiency and timely employee responsiveness.
• Independently compose and type routine correspondence.
• Assist in training and supervising clerical personnel as directed by supervisor.
• Maintain payroll records and complete HR paperwork including hiring, evaluations, transfers and terminations.
• Prepare contracts, invoices, supplements, and other paperwork as necessary.
• Manage substitute teachers and substitute classified subs as needed.
• Respond to inquiries from parents and customers in a timely manner.
• Maintain daily appointment calendar for supervisor and schedule meetings.
• Assemble data and assist in preparing reports and records.
• Coordinate school or cost center events and prepare meeting materials.
• Maintain personnel files and other records; keep supervisor informed of issues.
• Demonstrate professional communication and maintain confidentiality.
• Maintain courteous working relationships with District/school staff.

Skills

Attention to detail

Organizational skills

Written communication

Microsoft Word

Microsoft Excel

Microsoft Publisher

Education

Associate degree in business or related field

High school diploma

Microsoft Word test score 90

Tools

Microsoft Word

Microsoft Excel

Microsoft Publisher

Job description

• Associates Degree in a business related field or a minimum of 5 years general office experience
• High School Diploma
• Receive a minimum score of 90 on the Microsoft Word test.
• Demonstrate ability to compose and format general correspondence by completing a writing exercise during the interview.
• Able to organize and work independently with speed and accuracy and ability to work under stress and meet pressing deadlines.

KNOWLEDGE, SKILLS AND ABILITIES :

• Ability to perform highly responsible duties necessary to support the school or District.
• Knowledge of the organization, operation, program and goals.
• Knowledge of federal, state and District rules, regulations and policies.
• Strong organizational skills with ability to prioritize and respond timely and accurately to deadlines.
• Ability to maintain confidentiality.
• Considerable knowledge of office practices and procedures and operation of office equipment.
• Excellent oral and written communication skills.
• Effective use of business mathematics.
• Ability to exercise independent judgment in assigned duties and deal effectively with District personnel, outside agencies and the general public.
• Knowledge of computer programs including, but not limited to, Microsoft Word, Excel and Microsoft Publisher. Ability to schedule time and to handle multiple tasks in stressful situations.

REPORTS TO :

JOB OBJECTIVE:

To perform the duties and responsibilities of the position to ensure the efficient and effective operation of the office.

SUPERVISES :

N/A

PERFORMANCE RESPONSIBILITIES :

• Responsible for overall administrative support of the cost center head and office staff.
• Perform those duties that ensure a high order of administrative efficiency and employee responsiveness.
• Independently compose and type routine correspondence
• Assist in training and supervising any clerical personnel as directed by supervisor.
• Maintain complete and accurate payroll records as assigned.
• Complete all site-based Human Resource related paperwork related to hiring, evaluations, transfer, and termination of personnel.
• Prepare contracts, invoices, supplements, additional duty days, work orders, and other paperwork as necessary.
• Obtain substitute teachers using automated sub placement system (School-based Admin. Asst’s only) and obtain substitute classified subs as needed.
• Respond to inquiries and concerns from parents, customers, etc. in a timely manner.
• Maintain daily appointment calendar for supervisor, scheduling appointments and meetings.
• Assemble a wide variety of information and data and assist in the preparation of reports and records.
• Coordinate school or cost center events.
• Prepare agenda items or materials for meetings as assigned.
• Maintain a variety of files and records including personnel files.
• Keep supervisor informed of potential problems and unusual events.
• Use positive and effective interpersonal communication skills.
• Maintain confidentiality.
• Maintain a courteous and professional manner.
• Maintain positive effective working relationships with District / school personnel and coworkers.
• Participate in training to update and increase skills.
• Screen incoming telephone calls and refer to appropriate staff.
• Order and maintain office supplies.
• Report to work regularly and on time.
• Demonstrate initiative in the performance of assigned responsibilities.
• Perform assigned bookkeeping duties.
• Submit accurate reports in a timely manner and maintain all appropriate records.
• Complete assignments with minimum supervision.
• Oversee operation and maintenance of office equipment reporting malfunctions for necessary repairs.
• Receive and distribute mail.
• Demonstrate support for school or department and District goals and priorities.
• Perform other incidental tasks consistent with the goals and objectives of this position.

PHYSICAL REQUIREMENTS :

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force as frequently as needed to move objects.

TERMS OF EMPLOYMENT:

Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be those established by the District.

EVALUATION :

Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of personnel.