Administrative Assistant- Operations Full Time

Under moderate supervision, assist the Chief Operations Officer with administrative/secretarial duties to organize and manage the routine work activities of an efficient Operations department and provide clerical support to the Chief Operations Officer and other Directors in the department.

Qualifications:
Minimum Education/Certification:
High school diploma or equivalent

Minimum Experience:
Five years secretarial experience, preferably in a public education environment

Special Knowledge and Skills:
Strong organizational, communication, and interpersonal skills.

Proficient skills using a computer and software applications.

Ability to prioritize workflow to address the multiple needs of the department

Knowledge of school system and its programs.

Ability to multi-task numerous complex administrative activities.

Major Responsibilities and Duties:
Process Public Information requests to the appropriate department for response within required timeframe.

Process requests for student information through subpoenas and records requests within the required timeframe.

Prepare and process department purchase orders and accounting vouchers for district utilities payments in a timely manner.

Provide administrative support to the Director of Health Services.

Assist Director and others in budget preparations.

Manage the district records archives and process requests for student records from archived information.

Process and coordinate Facility Schedule requests from internal and external sources to insure proper usage of facilities. Maintain accurate records of transactions and process timesheets for workers at extra-duty events.

Compile, maintain and file all reports, records, and other documentation as required.

Perform routine administrative duties as necessary to support the department.

Assist the Executive Assistant to the Chief Operating Officer when needed.

Maintain confidentiality of all information processed through the department.

Perform general office procedures and other duties as assigned.

Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions, prolonged use of computer.

Wage/Hour Status: Non-Exempt

Pay Grade: 6- Administrative Support

Days: 226

Reports to: District Operations

Recommended Skills

• Communication skills