Administrative Assistant III (Maintenance Dept)

Company:

Tahoma School District

Job Description:

POSITION TITLE
Administrative Assistant III

CLASSIFICATION
Classified – Secretarial/Clerical

POSITION SUMMARY
To provide a wide variety of administrative and clerical duties for an administrator, assist with budget, prepare reports, and perform special projects. Administrative Assistant III relieves administrators of clerical and administrative detail, interacts with high level external and internal contacts and may provide direction and monitoring of work of other administrative assistants and clerical staff.

DUTIES AND RESPONSIBILITIES
Provide varied secretarial support, including correspondence preparation, file maintenance, calendar scheduling, and records/budget control.
Provide leadership, guidance, training and workflow coordination for administrative support staff.
Act as a receptionist, answer telephones, keep a calendar, set up meetings/classes, and make necessary travel arrangements for staff.
Assist with the annual budget preparation, both labor and non-labor; prepares annual KCDA supplies and materials orders.
Respond to requests from other departments for information or assistance with distribution of materials and information.
Oversee the production and/or distribution of publications, including, but not limited to, calendars, handbooks, newsletters, and general public relations information.
Assist administration in interviewing and recommending candidates for administrative support positions.
Provide input to the administration, as requested, related to performance of administrative support staff.
Provide input to the administrator, as requested, related to the performance of department clerical support staff.
Coordinate, monitors and may initiate special projects.
Inform administrator of progress and problems.
Assist with budget preparation, analysis and tracking.
Collect and analyze data appropriate to the administrator’s functional area.
Prepare reports related to the administrator’s functional area.
Ensure workflow efficiency and develop procedures for efficient workflow.
Assist in solving operational or procedural problems.
May serve as a member on various organizational committees.
Communicate information, advice and instructions as an agent for the administrator.
Relieve administrator of routine, and some specialized, administrative duties.
Construct surveys, evaluate materials, equipment, office procedures, and workload statistics.
Compose routine and special reports.
Conduct research for the administrator and evaluate new technologies and equipment for possible implementation.
Report status on department activities and projects to the administrator.
Provide assistance to other staff, as needed.
Perform clerical duties
Perform related duties consistent with the scope and intent of the position as assigned.
Serve as a member of the building or program support team; perform related duties consistent with the scope and intent of the position as assigned.
Work directly under the supervision of an administrator.
Coordinate and direct the work of assigned office staff.
Interact daily with departmental staff, district support and administrative staff, and patrons.
Interact frequently with vendors and representatives from various outside agencies.
Provide varied secretarial support, including correspondence preparation, file maintenance, calendar scheduling, and records/budget control.
Provide leadership, guidance, training and workflow coordination for administrative support staff.

QUALIFICATIONS
Post-secondary training equivalent to an AA degree in management skills and technical skills related to the administrator’s functional area is required.
Knowledge of effective secretarial processes and procedures.
Knowledge of general office processes and procedures and the use of a variety of office equipment including a personal computer.
Advanced knowledge of standard office computer applications such as MS Word, Excel, Access, internet e-mail, and specialized software related to functional areas.
Knowledge of correct grammar, spelling, and English usage.
Ability to maintain timely, accurate, and efficient records, including preparation of reports from office records.
Ability to develop and instruct others in new operations, procedures, processes, and use of new equipment.
Ability to organize, set priorities, and work effectively under pressure.
Ability to exercise sound independent judgment, including appropriate handling of confidential matters.
Ability to analyze departmental workflow and provide leadership, guidance, direction, training, and monitoring of the work of other staff.
Ability to establish and maintain positive, effective working relationships with other department members and internal and external clients.
Ability to communicate effectively both orally and in writing, including the drafting of correspondence and technical reports.

Experience
Four years of job experience relevant to the assignment is required

Certificates/Licenses
None

Continuing Education/Training
Safe Schools training as assigned through Tahoma Human Resources

Required Testing
District clerical skills testing required

Clearances
Criminal justice background clearance through fingerprint record

TERMS
This position is represented by the Public School Employees of Tahoma and terms are subject to the current negotiated agreement.

Contact:

Ashley Butcher

eMail

Phone: (425) 413-3400

Website:

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