ANTIOCH UNIFIED SCHOOL DISTRICT CLASS TITLE: SCHOOL ADMINISTRATIVE ASSISTANT II BASIC FUNCTION: Under the direction of an assigned administrator, perform a variety of secretarial and administrative assistant duties to relieve the administrator of an assigned middle school or alternative education program of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator. DISTINGUISHING CHARACTERISTICS: The School Administrative Assistant II classification performs secretarial and administrative assistant duties in support of the administrator of an assigned middle school or alternative education program. Incumbents have greater breadth of office management responsibilities. The School Administrative Assistant III provides administrative support to the Principal of a comprehensive high school. Incumbents perform the most complex duties in the series and assure proper and timely completion of high school office projects and activities. The School Administrative Assistant I classification provides secretarial support to the Principal of an assigned elementary school. Incumbents relieve the Principal of administrative detail and coordinate office activities and flow of communications and information. REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: Perform a variety of secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator; assure smooth and efficient operations of assigned office. Serve as secretary to the Principal; receive, screen and route telephone calls; take, retrieve and relay messages as needed; initiate phone calls to request, provide and verify information and documents as needed; schedule and arrange appointments, conferences, meetings and other events; assure timely communications between the office, Principal, parents, faculty and school and District employees. Receive visitors, including administrators, staff, students, parents and the public; provide assistance or direct to appropriate staff; assist with resolving a variety of issues; refer difficult issues to the administrator; respond to inquiries and provide information and assistance related to school operations, activities, standards, requirements, time lines, events, rules, policies and procedures. Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, lists, letters, memoranda, agenda items, bulletins, newsletters, flyers, permits, handbooks and other materials; review, revise, format, edit and proofread a variety of documents and information. Compile information and prepare and maintain a variety of records, logs and reports related to students, financial activity, accounts, budgets, enrollment, attendance, staff, discipline, payroll and assigned duties; establish and maintain filing systems. Input and update student and a variety of other data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets and generate various computerized lists, reports and documents; assure accuracy of input and output data. Arrange for substitutes in response to faculty absences as required; prepare and distribute employee absence and substitute paperwork and reports; resolve substitute issues; distribute, collect and account for school site keys as assigned. Research, compile and verify a variety of data and information; compute statistical information for various reports; prepare, process and evaluate a variety of forms, applications and documents; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents. Perform a variety of clerical accounting duties in support of school operations; calculate, prepare and revise accounting and budgetary data; balance, reconcile and maintain assigned accounts; initiate account transfers as needed; process and code payroll vouchers as required. Communicate with District staff, students, parents, outside organizations and the public to exchange information and resolve issues or concerns. Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; perform minor maintenance on equipment and arrange for repairs as needed; utilize a two-way radio as required. Monitor inventory levels of office and designated school supplies; order, receive, distribute and maintain appropriate levels of inventory; prepare and process purchase orders and requisitions. Receive, sort and distribute incoming mail, packages and materials; prepare outgoing mail and materials for distribution; prepare and distribute informational packets and bulk mailings as assigned. Assist with registering and enrolling new students; review, verify and process records, files and other documents for new students; assist with processing and accounting for student attendance data and prepare records and information used in mandated ADA reporting as required. Train and provide work direction and guidance to designated staff and student assistants as assigned; provide input concerning employee interviews and evaluations as requested. Prepare and maintain appointment and activity schedules and calendars; assist with coordinating and arranging for various special events as required. Attend and participate in various meetings as assigned; take, transcribe and distribute minutes as required. Provide input concerning the preparation and development of the school site budget; assist in monitoring budgets and assuring expenditures do not exceed established limitations; arrange for and follow up on payments as directed. Participate in a variety of other assigned activities such as assigning lockers, setting up automated messages, arranging for billings, administering basic first aid to students, and receiving, processing, verifying and accounting for incoming monies and deposits. OTHER DUTIES: Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Terminology, practices and procedures of assigned office. Organization, operations, policies and objectives of assigned school or program. Modern office practices, procedures and equipment. Record-keeping and filing techniques. Business letter and report writing, editing and proofreading. Telephone techniques and etiquette. Correct English usage, grammar, spelling, punctuation and vocabulary. General methods, procedures and terminology used in clerical accounting work. Data control procedures and data entry operations. Interpersonal skills using tact, patience and courtesy. Operation of a computer and assigned software. Oral and written communication skills. Methods of collecting and organizing data and information. Mathematic calculations. ABILITY TO: Perform a variety of secretarial and administrative assistant duties to relieve the administrator of an assigned middle school or alternative education program of administrative and clerical detail. Plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator. Assure smooth and efficient office operations. Compose correspondence and written materials independently or from oral instructions. Learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures. Type or input data at 45 words per minute from clear copy. Understand and resolve issues, complaints or problems. Perform various clerical accounting duties in support of school operations. Answer telephones and greet the public courteously. Complete work with many interruptions. Compile and verify data and prepare reports. Maintain a variety of records, logs and files. Establish and maintain cooperative and effective working relationships with others. Meet schedules and time lines. Operate a computer and assigned software. Work independently with little direction. Communicate effectively both orally and in writing. Use assigned software at an intermediate level. EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and four years of clerical or secretarial experience involving frequent public contact. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information in person and on the telephone. Sitting or standing for extended periods of time. Seeing to read a variety of materials. Bending at the waist, kneeling or crouching to file materials. Reaching overhead, above the shoulders and horizontally.