CLOVERDALE UNIFIED SCHOOL DISTRICT

ADMINISTRATIVE ASSISTANT

DEFINITION:
To assist the School Site Principal by planning, organizing, coordinating and participating in the support activities related to the assigned responsibilities of the administrator and to perform related duties as assigned.

This job class exercises responsibility for providing highly skilled secretarial and office support functions to an assigned administrator. This job class requires extensive school, public and organizational contact requiring a thorough working knowledge and interpretation of District policies, procedures, programs and requirements.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:
Employees in this class receive limited supervision within a broad framework of policies and procedures. Employees in this classification may assign, direct and monitor the work of others in a lead capacity.
Plans, organizes, performs and/or assigns the performance of clerical, secretarial and administrative support functions related to the activities and operations of assigned staff and office.
Acts as an information source regarding school and District; receives and interviews callers; provides information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential files or information;
Arranges appointments, schedules and itineraries and maintains detailed calendar for assigned administrator.
Types a variety of complex materials such as resolutions, manuals, publications, schedules, statistical summaries and reports and final reports; composes correspondence from limited instructions or from own knowledge of subject matter and office policy using current equipment such as dedicated word processor, microcomputer, typewriter, etc.
Operates workstations/PCs using various software to format, input and verify data; creates and maintains databases and procedures reports, graphs, charts, schedules, etc.
Coordinates, supervises and monitors special projects, assignments and activities as assigned.
Prepares a variety of reports including county, state and federal reports;
Interviews office visitors and telephone callers and either answers questions, resolve complaints, provides desired information as required or refers to appropriate person.
Prepares and processes all purchase orders; verifies amounts to pay partial and final invoices; makes copies and keeps accurate records of all payments.
Prepares rooms for meetings; arranges for necessary materials and refreshments;
Establishes and maintains a variety of office filing and record-keeping systems including inventory data collection systems.
Receives, sorts and distributes incoming mail.
Orders and distributes office supplies and materials.
Performs related duties as assigned.


KNOWLEDGE OF:
Basic office methods, practices and procedures including filing systems, business correspondence, receptionist techniques, report writing and telephone techniques.
Standard English usage, spelling, grammar, punctuation and vocabulary.
Basic financial record-keeping practices and requirements and budget preparations methods.
Standard office machines including computers.
Safe work practices.

ABILITY TO:
Respond promptly to requests of internal and external clients; provide needed information, assistance, training, materials and resources.
Plan, organize and prioritize own work to meet deadlines and accomplish assigned tasks within established timelines including maintaining accurate records and files.
Maintain an orderly work environment and perform tasks in a prescribed and safe manner.
Establish and maintain cooperative working relationships with those contacted during performance of job duties.
Maintain and improve professional skills and knowledge.
Be flexible and receptive to change.
Understand and apply principles, techniques and procedures required for effective job performance.
Type or keyboard accurately at a rate of not less than fifty (50) words per minute from clear copy.
Apply good judgment in recognizing the scope of authority as delegated.
Analyze situations and make decisions on administrative/procedural matters without immediate supervision.
Maintain the security and confidentiality of specified records, information and files.
Use designated software programs such as spreadsheets, databases, word processing and/or specialized record management systems as appropriate to assignment.
Effectively communicate in both oral and written forms.

REQUIRED EXPERIENCE AND TRAINING:
Four (4) years of increasingly responsible clerical, secretarial or technical experience and education.

DESIRABLE EXPERIENCE:
Ability to communicate in Spanish.

EDUCATION:
High School Diploma or General Education Development (GED) Diploma.
Formal or informal education or training which ensures the ability to read and write at a level necessary for successful job performance.

WORKING CONDITIONS:
ENVIRONMENT:
Working with students, ages 5-22 years old;
Classroom, playground and office environment.
PHYSICAL ABILITIES:
Seeing, to read a variety of materials;
Hearing and speaking to exchange information;
Speaking so that others may understand at normal levels and on the telephone;
Dexterity of hands and fingers to operate a computer keyboard and other equipment to write reports and observations;
Sitting, standing, walking, running short distances (approximately 50 feet), twisting, stooping, crouching, kneeling, bending over at the waist, grasping, reaching overhead, pushing, pulling, and moving.
Lift and carry twenty-five (25) pounds on a regular basis, lift fifty (50) pounds on an
occasional basis and in excess of fifty (50) pounds with assistance.
HAZARDS:
Subject to blood-borne pathogens and bodily fluids.


Board Approved: May 19, 2004

Salary Range: 20