Alamance-Burlington School System

POSITION TITLE

Administrative Assistant for Executive Director of Secondary Schools

SCHOOL/DEPARTMENT

Secondary Ed/Curriculum & Instruction

SALARY

Salary Grade 63

FLSA STATUS

Non-Exempt

REPORTS TO

Executive Director of Secondary Schools

SUPERVISES

None

WORK WEEK SCHEDULE

Monday – Friday

WORK HOURS

40

NUMBER OF MONTHS PER YEAR

12

POSITION PURPOSE:

The Administrative Assistant is responsible for performing a large variety of administrative and technical functions involving public contact and office management duties as an assistant to a top-level administrator. Most actions are directed by the general policies and precedents of the system or by own judgment. Within the limits of the employee's assigned authority, the employee is expected to analyze and resolve problems independently. Work involves receiving and transcribing confidential correspondence, screening and independently handling a variety of inquiries by telephone and in person, and maintaining a variety of records and files. The Administrative Assistant is responsible for explaining program policies and procedures, and for disseminating information to the general public pertaining to the operation of the school system. The Administrative Assistant is also responsible for managing data and providing specialized information. The Administrative Assistant functions as the primary support to the department and is expected to have considerable knowledge of the particular area to which assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge of the operations and activities of the department
• Thorough knowledge of board policies and procedures
• Thorough knowledge of and ability to use correct grammar, vocabulary, spelling and punctuation
• Thorough knowledge of modern office practices and procedures
• General knowledge of bookkeeping
• Considerable knowledge of common word processing, spreadsheet, electronic mail and file maintenance programs
• Ability to generate correspondence, spreadsheets, and reports independently
• Ability to interact and deal with the public and employees in a professional manner
• Ability to sort and distribute documents
• Ability to maintain confidential information and use discretion and good judgment
• Ability to maintain complete and accurate records and to develop standard reports from those records
• Ability to learn, interpret and explain policies, regulations and programs
• Ability to multi task in a fast-paced environment
• Ability to establish and maintain effective working relationships as necessitated by work assignments
• Ability to perform under stress and assist others in stressful and/or emergency situations

EDUCATION, TRAINING, AND EXPERIENCE

• Associate’s Degree from an accredited institution in the field of secretarial science, human resources, public relations, office management, or other related field
• Three (3) years of experience in an office setting supporting a high-level administrator
• Any equivalent combination of training and experience that provides the required knowledge, skills and abilities

CERTIFICATION AND LICENSE REQUIREMENTS

• Valid driver’s license issued by the NC Department of Motor Vehicles

PREFERRED QUALIFICATIONS:

• Spanish Speaking

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist the Director in general administrative operations
• Compile operational statistics and gathers such other data as the Director may require
• Accumulate and disseminate information about new developments in education and pertaining to the programs and activities of the school district
• Serve on staff committees as directed by Director
• Assume scheduling, coordinating, budget development, and other clerical functions as assigned by the Director
• Attend meetings as assigned by the Director
• Prepare and review reports as assigned by the Director
• Report regularly to the Director regarding any developments or problems within the district that require the attention or action of the Director
• Obtain, gather, and organize pertinent data as needed and transposes it to a usable format
• Maintain a regular filing system, as well as a set of locked confidential files, and process incoming correspondence as instructed
• Receive, process, date stamp, and distribute all incoming mail for the department
• Place and receive telephone calls; transcribe and deliver messages
• Assist incoming callers and visitors by responding to questions, inquiries, and requests for information and services
• Prepare and process purchase orders for all supplies, goods and materials for the department
• Compile and maintains a listing of all internal and external contracts issued for the Alamance-Burlington School System
• Perform other related duties assigned by the Director