Administrative Assistant - MOT

• 8 Hours per day
• 6:40 AM - 4:00 PM (1 hour 20 minute lunch break)
• $30.47/hour - $43.44/hour

JOB TITLE:            MOT Administrative Assistant

JOB SUMMARY:

Under the direction of the Department Director or designee, perform complex and responsible office management duties requiring independent judgment and analysis; plan, organize, supervise and participate in the clerical operations and routine administrative details of an assigned department to deliver high professional services to sites and departments.

REPORTS TO:

Director of MOT or designee

TERMS OF EMPLOYMENT:

• Up to 260 work days
• Variable hours
• Classified Confidential Salary Schedule

REQUIRED QUALIFICATIONS:

Education:

• High School graduate or equivalent to completion of Twelfth Grade

Knowledge of:

• English language usage, spelling, grammar and punctuation
• Office procedures and operation of office equipment and machines

Ability to:

• Be proficient in generating correspondence, forms, reports and technical data
• Perform functions related to departmental records keeping
• Determine and preserve confidential information
• Utilize most current software systems, including Microsoft Office (Excel, Word, PowerPoint, & Publisher)

 Experience:

• One-year experience in office procedures

ESSENTIAL FUNCTIONS OF THIS POSITION:

• Perform a variety of responsible clerical and secretarial duties in support of the department; assure smooth and efficient office operations; assure warehouse activities comply with established safety regulations, policies and procedures.
• Greet and assist warehouse and office visitors; initiate and receive telephone calls; screen and route calls; take and relay messages; respond to inquiries and provide information related to office and warehouse functions, operations policies and procedures; resolve issues as appropriate.
• Ensure timely delivery of communication to appropriate staff, sites, departments, families or outside agencies; exercise independent judgment in resolving routine matters or directing to appropriate staff.
• Assist with the work orders system. Prepares periodic lists of outstanding work orders, schedules, status and completed orders.
• Prepare requisitions, order office supplies; Contact vendors regarding shortages or other discrepancies.
• Prepare and maintain a variety of records, logs and reports related to training, insurance, driving, shipments, inventory, purchase orders and assigned activities; establish and maintain filing systems; process a variety of forms and applications; duplicate materials as needed; prepare routine correspondence and reports.
• Input a wide variety of data into an assigned computer system; create queries and generate purchase orders and computerized lists, records and reports; assure the timely distribution and receipt of a variety of records and reports related to assigned activities.
• Maintain Frontline/ASEOP to track employee absences; assign substitutes if necessary; track and record employee vacation and time requests following the bargaining agreement.
• Communicate with other departments, vendors and various outside agencies to exchange information, coordinate activities and resolve issues or concerns.
• Attend and participate in meetings and in-service trainings; set-up and schedule Department meetings.
• Maintain work area in a clean and orderly condition; pick-up and dispose of paper and other debris
• Sort/Distribute incoming and outgoing mail.
• Maintain, distribute and account for school site keys.
• Maintain District vehicle records and DMV pool; issue keys in accordance with established procedures.    
• Documentation of any worker's comp injury pertaining to MOT
• Incorporated within one or more of the previously essential functions of the job description are the following essential physical requirements:  (Percent 1-100)
  • 5%   Ability to bend and twist, kneel and stoop, run and crawl.
  • 5%   Ability to lift 50 lbs.
  • 5%   Ability to carry 50 lbs.
  • 5%   Ability to reach in all directions.
  • 10%  Ability to stand and circulate for extended periods of time.
  • 10%  Ability to see for purposes of reading laws and codes, rules and policies and other printed matter and observing students.
  • 10%  Ability to hear and understand speech at normal levels.
  • 20%  Ability to communicate so others will be able to clearly understand normal conversation.
  • 30%  Ability to work at a desk, conference table or in meetings of various configurations.

                    100%  Total


Other related functions of this position:

• Other related duties as assigned.  

The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.


FUNDING:              General Fund Transportation


Board Approved Date:  June 8, 2023