CLASS TITLE: ADMINISTRATIVE ASSISTANT BASIC FUNCTION: Under the direction of a Classified Director, Coordinator or assigned administrator, perform complex secretarial and administrative support duties to relieve the administrator of administrative and clerical detail; organize office activities and coordinate flow of communications for the assigned administrator. DISTINGUISHING CHARACTERISTICS: The Administrative Assistant classification typically reports to a Classified Director, Coordinator or assigned administrator such as the Superintendent. Incumbents may serve as secondary secretarial support to an administrator or primary support to an assigned program. The Senior Administrative Assistant classification serves as a primary secretary to a Certificated Director of a major District-wide function with broad responsibilities for overall departmental and program administration. Incumbents may provide work direction and guidance to other clerical and secretarial staff. REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: Provide varied and complex secretarial support services to relieve the administrator of administrative and clerical detail; organize office activities and coordinate flow of communications; maintain confidentiality of sensitive and privileged information; assure smooth office operations. Answer telephones and screen callers; take and relay messages as appropriate; greet and assist visitors; refer callers and visitors to proper department or personnel; respond to inquiries and provide detailed information concerning District policies, procedures and established guidelines. Communicate with District personnel, outside agencies and parents to exchange information, resolve issues and coordinate activities; apply knowledge of District policies and exercise independent judgment; assure timely communications. Compose and type a variety of materials including inter-office communications, requisitions, forms, letters, contracts, special projects, legal documents and other materials independently or from rough draft; verify and review materials for completeness and conformance with established regulations and procedures. Maintain department and program budgets and petty cash funds; assure accounts are accurate and expenditures are within federal or State requirements; collect and account for fees; initiate purchase requisitions and budget transfers. Prepare agenda items from oral or written instructions; attend a variety of meetings; take, prepare and distribute summary of minutes; take and transcribe dictation as assigned by the position. Assemble, organize and prepare information and data for a variety of reports and special projects as assigned; establish and maintain a variety of records and files related to assigned functions. Schedule meetings, workshops, conferences and appointments as assigned; maintain calendars; coordinate activities with other departments; arrange and schedule travel accommodations as necessary. Order and maintain office supplies and equipment; prepare purchase orders and requisitions; assign appropriate accounting codes to invoices; arrange for service requests as needed. Receive, open, sort, screen and distribute incoming mail; compose replies independently or from oral direction. Schedule classified substitute staff as assigned by the position; maintain accurate attendance records and prepare payroll reports. Operate a variety of office equipment such as a copier, fax machine and typewriter; operate a computer and assigned software to record information and generate lists, reports and other materials. OTHER DUTIES: 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: Modern office practices, procedures and equipment. Telephone techniques and etiquette. District organization, operations, policies and objectives. Applicable laws, codes, rules, regulations, policies and procedures. 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. Methods of collecting and organizing data and information. Business letter and report writing techniques. ABILITY TO: Perform complex secretarial and administrative support duties requiring initiative and good judgment. Compose correspondence and written materials independently or from oral instructions. Assure efficient and timely completion of office and program projects and activities. Understand and resolve issues, complaints or problems. Establish and maintain cooperative and effective working relationships with others. Interpret, apply and explain laws, codes, rules, regulations, policies and procedures. Operate a variety of office equipment including a computer and assigned software. Maintain confidentiality of privileged and sensitive information. Type or input data at 50 words per minute from clear copy. Take and transcribe minutes at an acceptable rate of speed. Work independently with little direction. Analyze situations accurately and adopt an effective course of action. Establish and maintain a variety of filing systems. Maintain financial and statistical records. Meet schedules and time lines. 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 and four years of responsible secretarial experience involving 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. Seeing to read a variety of materials. Sitting or standing for extended periods of time. Bending at the waist, kneeling or crouching to file materials.