POSITION SUMMARY

Provide administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Create, prepare, proofread, and modify documents, spreadsheets, powerpoints, letters, reports, forms, and correct numerical, grammatical, punctuation, and spelling errors.
• Screen and distribute incoming correspondence; transmit information; schedule meetings and arrange appointments.
• Maintain hard copy and electronic filing system. Setup, coordinate, attend and prepare minutes for meetings.
• Perform general clerical duties to include but are not limited to: photocopying, faxing, mailing, and filing.
• Answer telephone and greet visitors giving general information in response to inquiries; deliver oral and written messages and refer all other questions to the proper persons.
• Monitor supplies and initiate purchase orders to replenish; submit to supervisor for approval.
• Maintain accurate budget accounts.
• Maintain good working relationships with other departments.
• Provide information to parents, staff, and other school districts in a timely manner.
• Prepare and assist with crossing guard training, Campus Supervisor training.
• Perform other related duties as assigned.
• Ability to work harmoniously with others and communicate effectively (both orally and in writing) with a diversity of public and district personnel using tact, courtesy, and good judgment.
• Ability to maintain the confidentiality of sensitive and confidential information related to personnel issues and legal matters affecting the district.
• Ability to work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.
• Ability to learn, apply, and explain the district policies and procedures in performing duties in detail.
• Ability to understand and follow oral and written instructions.
• Ability to establish and maintain filing and record-keeping systems.
• Possess a working knowledge of bookkeeping practices and procedures
• Skilled in computer operation and use of computer programs involving word processing and spreadsheets; use of telephone, calculator, copier, and other office equipment.
• Ability to type accurately and rapidly draft correspondence as directed by the Director of School Safety, Security, and Emergency Medical Services.
• Possess language skills, including composition, punctuation, spelling, and correct usage.
• Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, or presentation software.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Conduct research, compile data and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Attend meetings to record minutes when requested.
• Greet visitors and determine whether they should be given access to specific individuals.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing essential bookkeeping work.
• File and retrieve documents, records, and reports.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Prepare responses to correspondence containing routine inquiries.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to the Director of School Safety, Security, and Emergency Medical Services.
• Provide clerical support to other departments when needed or requested.
• Manage and maintain schedules.
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Other duties as assigned  

POSITION QUALIFICATIONS

Competency Statement(s)

• Accountability - Ability to accept responsibility and accountability for their actions.
• Accuracy - Ability to perform work accurately and thoroughly.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
• Loyal - The trait of feeling a duty to the employer.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Reliability - The trait of being dependable and trustworthy.
• Responsible - Ability to be held accountable or answerable for one's conduct.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations.

SKILLS & ABILITIES

Education: High School Diploma required. Associate or bachelor's degree from college or university preferred.

Experience: Five (5) years' experience in the public or private sector in office skills.

Computer Skills:  Working knowledge of Microsoft Word, Microsoft PowerPoint, and Microsoft Excel.

Certificates & Licenses

Other Requirements

PHYSICAL DEMANDS

Other Physical Requirements

Vision (Near, Color, Peripheral, Depth Perception)

Sense of Sound (Ability to converse with coworkers, students, and staff.)

WORK ENVIRONMENT:

WORK ENVIRONMENT The work environment has negligible exposure to environmental conditions. Low noise levels, best described as "quiet," are typical for the work environment.