Job Title: Administrative Assistant
| Reports to: | Site Administrator or Supervisor |
| Job Group: | School-Related Personnel |
| FLSA: | Non-Exempt |
| Job Code: | Varies |
| Salary Schedule: | PG02 |
JOB GOAL
Responsible for performing varied, advanced clerical duties to support office operations while maintaining strict confidentiality, including general office support, providing customer service to all stakeholders, and other related duties necessary for the school or department to function efficiently.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provide administrative and secretarial support with minimal direction while maintaining strict confidentiality in all aspects of work.
- Answer and screen phone calls and emails to provide information, transmit messages, direct inquiries, and provide direction to appropriate personnel.
- Provide excellent customer service to internal and external stakeholders, communicate with staff at all levels and with the public, and keep administration informed of critical issues.
- Greet and check in visitors, assist with inquiries, and direct them to the appropriate areas as needed.
- Compose a variety of materials for the purpose of communicating information to parents/guardians, staff, students, and other parties as necessary and distribute materials as required.
- Review, edit, compose, and prepare correspondence, reports, and memorandums.
- Maintain electronic calendar(s), and coordinate and schedule meetings, meeting rooms, and required equipment.
- Coordinate travel arrangements for staff and prepare and process expense reports for travel.
- Assist with research assignments and the assembling of information for reports and agenda items and prepare moderately complex reports and summaries as required by administration.
- Assist with documentation of procedures and maintain various records.
- Perform clerical tasks and administrative support duties, including maintaining a filing system, compiling data, photocopying and printing documents, receiving and distributing mail, providing support to staff as needed, and other duties as required.
- Perform Human Resources (HR) functions including, but not limited to, preparing new hire paperwork and workers’ compensation documentation.
- Perform and/or provide backup for Payroll functions for the school/department including, but not limited to, time entry and leaves, while ensuring payroll deadlines are met.
- Manage and update school/department website information and links as required.
- Utilize a variety of software programs to complete responsibilities within prescribed deadlines.
- Order and maintain an adequate supply of materials and supplies and arrange for equipment maintenance as needed.
- Review and submit invoices and P-card purchases for payment processing if applicable.
- Provide backup for operations as necessary including, but not limited to, clinic duty, bus supervision, and cafeteria duty if applicable.
- Notify appropriate personnel of emergency and critical situations for resolution.
- Attend meetings, in-service trainings, and ongoing professional development opportunities as required.
- Perform other duties as assigned.
MINIMUM REQUIREMENTS
KNOWLEDGE, SKILLS & ABILITIES
- Excellent time management skills and ability to organize, prioritize, and manage work assignments in an efficient manner and within established timeframes
- Ability to establish and maintain collaborative working relationships with all stakeholders
- Operating knowledge of computer programs, including email, word processing, spreadsheets, databases, and web-based technologies and platforms
- Ability to communicate effectively with a variety of audiences, orally and in writing, including electronic media
- Ability to effectively engage in the problem-solving process
- Ability to collect, summarize, and graph data
- Ability to understand basic accounting, bookkeeping, financial, and mathematical computation principles
- Ability to work collaboratively with others and facilitate groups to consensus
EDUCATION, TRAINING & EXPERIENCE
- High School Diploma or General Education Degree (GED) from an accredited institution
- Three years’ experience providing clerical/administrative support
- OR
- Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position
CERTIFICATES, LICENSES & REGISTRATIONS
None
PREFERRED QUALIFICATIONS
- Associate degree from an accredited institution in the field of Business, Office Administration, or related field
- Five years’ experience providing clerical/administrative support
- Bilingual in Spanish, written and oral fluency
SUPERVISORY RESPONSIBILITY
None
PHYSICAL REQUIREMENTS
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and / or leg controls require exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.
PHYSICAL ACTIVITY
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is required to sit, talk, and hear; stand and walk; use hands to finger, handle, or feel; reach with hands and arms. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.
WORKING CONDITIONS
Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.
MACHINES, TOOLS, EQUIPMENT
- General office equipment, including personal computers, fax machines, copiers, telephones, scanners, etc.
TERMS OF EMPLOYMENT
Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.
Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.
