ADMINISTRATIVE ASSISTANT II

BASIC FUNCTION:

Under the direction of an assigned Director or Executive Director, perform complex secretarial and administrative assistance duties to relieve the administrator of administrative detail; plan, coordinate and organize office activities and flow of communications; assure smooth and efficient office operations.

DISTINGUISHING CHARACTERISTICS:

Administrative Assistant II incumbents serve as a primary secretary to a Director of a major District-wide function with extensive budgetary impact and broad responsibilities for District-wide departmental and program administration.  Incumbents may provide work direction and guidance to other clerical staff.  The Administrative Assistant I classification typically provides primary secretarial support to an Assistant Director of a major District-wide function or a Director of a small department or program with a limited budgetary impact. 

REPRESENTATIVE DUTIES:

Perform complex secretarial and administrative assistance duties to relieve the administrator of administrative detail; plan, coordinate and organize office activities and flow of communications; maintain confidentiality of privileged and sensitive information.

Research and compile a variety of information; compute statistical information for various federal, State and District reports; process and evaluate a variety of forms related to assigned functions.

Maintain department budgets and assure that accounts are accurate, and expenditures are within federal or State requirements; collect and account for fees; initiate purchase requisitions and budget transfers.

Receive visitors, including administrators, staff, parents and the public; provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of procedures and regulations are required or direct to appropriate personnel.

Assure timely communications between assigned office and District employees; resolve issues as appropriate; refer difficult situations to the administrator.

Compose, independently or from note or rough draft, a variety of materials including inter-office communications, applications, requisitions, forms, letters, contracts, special projects, legal documents, and other materials; establish and maintain a variety of office files.

Receive, screen and route telephone calls; take and relay messages as appropriate; serve as a resource to others concerning policies and procedures.

Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment calendars; reserve facilities; collect and compile information for meetings, projects and workshops.

Prepare agenda items and back-up materials for a variety of meetings; prepare charts and statistical information as needed; attend meetings and take and transcribe minutes.

Maintain a variety of complex personnel records, lists, files and records including confidential materials; administer payroll for department including completion and submission of time sheets.

Inventory, order, receive and distribute office supplies and materials; prepare purchase requisitions; communicate with vendors to obtain price quotes.

Receive, open, sort, screen and distribute incoming mail; compose replies independently or from oral direction.

Coordinate travel and conference arrangements for staff as necessary; prepare related forms and reimbursements.

Train and provide work direction and guidance to staff as assigned by the position; assign and review the work of staff.

Operate a variety of office equipment including a copier, fax machine and typewriter; operate a computer and assigned software; record information and generate lists, reports and other materials.

Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate workflow.

Assist assigned administrator by performing research and special projects as requested.

Attend and participate in a variety of in-service trainings and meetings.

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Functions and operations of an administrative office.

Telephone techniques and etiquette.

District organization, operations, policies and objectives.

Applicable laws, codes, rules and regulations.

Financial and statistical record-keeping and report preparation techniques.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Interpersonal skills using tact, patience and courtesy.

Oral and written communication skills.

Operation a computer and assigned software.

Budgeting practices regarding monitoring and control.

Methods of collecting and organizing data and information.

Business letter and report writing techniques.

Basic public relations techniques.

ABILITY TO:

Perform complex secretarial and administrative assistance duties to relieve the administrator of administrative detail.

Organize, coordinate and oversee office activities.

Understand and resolve issues, complaints or problems.

Establish and revise priorities of clerical work and office activities.

Work independently with little direction.

Analyze situations accurately and adopt an effective course of action.

Compose correspondence and written materials independently or from oral instructions.

Assure efficient and timely completion of office and departmental projects and activities.

Establish and maintain cooperative and effective working relationships with others.

Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.

Type or input data at an acceptable rate of speed. *

Operate a variety of office equipment including a computer and assigned software.

Maintain financial and statistical records.

Maintain confidentiality of privileged and sensitive information.

Plan and organize work.

Complete work with many interruptions.

Compile and verify data and prepare reports.

Communicate effectively both orally and in writing.

EDUCATION AND EXPERIENCE:

Any combination equivalent to graduation from high school supplemented by college-level coursework in business, office management or a related field and four years of responsible secretarial or administrative assistance experience involving public contact.

SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS:

* This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute.  A typing test will not be given.  Applicants must certify in writing that they have such skills.  Demonstrated proficiency will be expected during the probationary period for the class.

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.

Seeing to read a variety of materials.

Sitting for extended periods of time.

Bending at the waist, kneeling or crouching to file materials.