POSITION SUMMARY

The Administrative Assistant I provides administrative support to the Executive Director and other department leadership staff. Duties include handling telephone calls and receiving and directing visitors. The incumbent liaises with other departments, staff, parents, and the community. He/she will act as the timekeeper for the entire department and work with the Executive Director to organize/coordinate designated aspects of the team. The individual must also be very organized and help to ensure that the department is responsive to the needs of the schools, staff members, senior leadership, and the community. The Administrative Assistant I will also communicate the direction of leadership work instruction and guidance to staff at various levels. The work performed by individuals in this job is confidential.

ESSENTIAL DUTIES

• Answers phone, schedules appointments, and provides information regarding office district policies and procedures
• Screens, responds to, and/or distributes mail as appropriate
• Receives phone calls and walk-in visitors
• Schedules appointments and meetings to maintain supervisor's calendar
• Attends meetings to provide or obtain information
• Obtains, compiles, organizes, and prepares information and data for various reports, meetings/board agendas, ensuring information packages are complete and meet guidelines for submittal
• Coordinates special administrative projects as assigned to include assigning work, providing project information, giving guidance in support of project objectives, and preparing final reports
• May act as lead to other staff, ensuring smooth workflow and providing coverage of a position in the absence of an employee
• Assists in interpreting policies, procedures, and processes and clarifies as appropriate
• Makes travel arrangements, including accommodations, rental cars, and airline reservations
• Reviews expense reports for completeness/submits for reimbursement
• Required to have prompt, regular attendance in-person and be available to work on-site, in-person during regular business hours, and as needed
• Performs other duties as assigned by an appropriate administrator or their representative

KNOWLEDGE, SKILLS & ABILITIES
• Principles of office administration and systems, office technology, and work flow including filing systems, record keeping systems, business correspondence, and reporting formats
• Computer operating techniques related to administrative and financial record keeping, databases, text processing, reporting, and presentations
• Effective communication (written and oral)
• Proficiency with all Microsoft Products as well as ERP (Lawson or similar system), SharePoint and applicable HR information systems (i.e., can perform mail merges functions and implement formulas into spreadsheet), and effective problem-solving skills
• Leadership and problem-solving skills
• Plans and organizes work, schedules, and procedures
• Able to carry on several simultaneous assignments, with close attention to schedules and deadlines
• Meets deadlines and learns processes with little to no documentation
• Works independently, with little direction, exercising good judgment
• Read, interpret, explain, and follow rules, regulations, policies, and procedures
• Works independently and confidentiality with confidential, privileged, sensitive records, materials, and information
• Performs basic mathematics functions and maintains accurate financial and statistical records
• Speaks tactfully and courteously in English with staff and the public and is sensitive to the cultural, developmental, religious, and ethnic diversity of students and community

MINIMUM REQUIREMENTS
EDUCATION:
• High School Diploma or GED Required
• Bachelor's degree preferred

CERTIFICATION/LICENSE:
• N/A

WORK EXPERIENCE:
• 1 year of clerical experience with high competency in office software
• Experience working in a fast-paced, urban K-12 school district, or comparable governmental/public sector work, (preferred)
• Experience with communicating through visuals and PowerPoint slides, (preferred)

COMPENSATION

Salary Grade: 118

Salary Range: Salary Schedules - Atlanta Public Schools

Work Year: Annual

PHYSICAL ABILITIES AND WORKING CONDITIONS
The physical abilities, working conditions and other conditions of employment listed in this document are representative of, but are not intended to provide an exhaustive list of the requirements for positions in this classification. In the event of an emergency or situation requiring guidance from Federal, State, or local or school district authorities, the requirements of this position may change temporarily or for the school year to best serve the needs of our students.

Vision: Ability to read small print and view a computer screen for prolonged periods. Requires good near or distant vision. Requires distinguishing colors and/or depth perception to judge distances.
Hearing: Ability to tolerate exposure to noisy conditions
Speech: Ability to be understood in face-to-face communications, to speak with a level of proficiency and volume to be understood over a telephone or computer.
Upper Body Mobility: Ability to use hands to grasp and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.
Strength: Climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, gripping, feeling, seeing/observing and carrying. Must exert over 100 pounds of force occasionally, over 50 pounds of force frequently, and/or over 20 pounds of force constantly to move objects.
Environmental Requirements: Ability to encounter constant work interruptions; work cooperatively with others; work independently; Regular exposure to weather, including heat, cold, dampness, and/or humidity.
Mental Requirements: Ability to read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records. Understand how to manage stress

Additional Work Conditions & Physical Abilities: Will require travel to multiple sites. Extended hours may be required depending on each situation. Must understand and have full knowledge of the occupational hazards in using power tools and equipment and of necessary safety precautions. Requires extensive safety training and/or protective devices.

The Atlanta Public School System does not discriminate on the basis of race, color, religion, sex, citizenship, ethnic or national origin, age, disability, medical status, military status, veteran status, marital status, sexual orientation, gender identity or expression, genetic information, ancestry, or any legally protected status in any of its employment practices, educational programs, services or activities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

This job description is intended to accurately reflect the duties, responsibilities and requirements of the position. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working
conditions associated with the position. Management and administration reserves the right to modify, add, or remove duties and assign other duties as necessary.