Job Title: Administrative Assistant

Reports to:Director
Typical Schedule:245 days/7.5 or 8 hours
Bargaining Unit:School Related Personnel (SRP) Or Non-Instructional Non-Bargaining (NNB)

 

FLSA:Non-Exempt
Job Code:TBD
Salary Schedule:S10 or 59N*

JOB GOAL

Under general direction, responsible for performing highly responsible, varied, more complex clerical and administrative work
to support the assigned department while maintaining strict confidentiality. Typically reports to a director or above.

ESSENTIAL DUTIES & RESPONSIBILITIES

The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. These statements are not intended to be construed as an exhaustive list of all duties and responsibilities required of those in this position.
  1. Provide administrative and secretarial support with minimal direction while maintaining strict confidentiality in all aspects of work.
  2. Respond to incoming phone calls by answering questions or routing to the appropriate staff member.
  3. Assist with research assignments and the assembling of information for reports and agenda items.
  4. Assist with documentation of departmental procedures and maintain various departmental records.
  5. Manage and update department website information and links.
  6. Review and submit invoices and P-Card purchases for payment processing.
  7. Review, edit, compose, and prepare correspondence, reports and memorandums.
  8. Maintain electronic calendar(s), and coordinate and schedule meetings, meeting rooms, and required equipment.
  9. Coordinate travel arrangements and prepare and process expense reports for travel.
  10. Order and maintain an adequate supply of materials and supplies for the department and arrange for equipment maintenance as needed.
  11. Prepare moderately complex reports and summaries for management review.
  12. Perform HR functions including preparing new hire paperwork and workers’ compensation documentation.
  13. Perform payroll functions for the department, including time entry and leaves, ensuring payroll deadlines are met.
  14. Utilize a variety of software programs to complete responsibilities.
  15. Provide excellent customer service to internal and external stakeholders, communicating with staff at all levels and with the public, and keep superior informed of critical issues.
  16. Handle emergency situations and notify appropriate personnel for resolution.
  17. Create and maintain filing systems and files for the department.
  18. Perform other duties as assigned.

*Positions designated as confidential will be classified as NNB and be paid according to salary schedule 59N.

MINIMUM REQUIREMENTS

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS & ABILITIES

  • Excellent organizational skills
  • Ability to understand basic accounting/bookkeeping principles
  • Operating knowledge of spreadsheets and other software programs, including calendar management, email, word processing, and databases
  • Exhibit effective financial and mathematical computation skills
  • Ability to initiate and anticipate data, reporting, and project needs
  • Ability to communicate effectively with a variety of audiences, orally and in writing, including electronic media
  • Ability to organize, prioritize, manage, and carry out duties efficiently and within established timeframes

EDUCATION, TRAINING & EXPERIENCE

  • High School Diploma or equivalent
  • Three years of 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’s degree

SUPERVISORY RESPONSIBILITY

  • None

PHYSICAL REQUIREMENTS

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

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 stand, walk, sit, use hands/fingers to handle, or feel, reach with hands and arms, stoop, kneel, crouch, crawl, talk, and hear. 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.

Administrative Assistant;   EST: November 5, 2019;   REV: n/a;   Board Approved: November 5, 2019
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