Alamance-Burlington School System

POSITION TITLE

Administrative Assistant

SCHOOL/DEPARTMENT

Curriculum & Instruction

SALARY

Salary Grade 67

FLSA STATUS

Non-Exempt

REPORTS TO

Cheif Academic Officer

SUPERVISES

None

WORK WEEK SCHEDULE

Monday – Friday

WORK HOURS

40

NUMBER OF MONTHS PER YEAR

12

Position Summary:

The Administrative Assistant is responsible for performing a large variety of clerical, secretarial, and administrative duties involving interaction with other departments and schools. The Administrative Assistant functions as the primary support to the Chief Academic Officer and is expected to have considerable knowledge of budget and accounting applications. Work typically involves several steps and requires the selection of the most appropriate action within procedural and operational guidelines. Work is directed by precedents or board policy. Work also involves receiving correspondence, screening and independently handling a variety of routine inquiries by telephone and in person, and maintaining a variety of records and files. The Administrative Assistant is also responsible for assimilating information from a variety of sources to compose letters, generate reports, and provide informational data. The Administrative Assistant utilizes a large variety of guidelines, some of which may be technical and require interpretation to analyze facts and determine the correct procedure to use for follow-up. In general, the Administrative Assistant is expected to resolve problems independently and use good judgment in determining which problems require the intervention of the Chief Academic Officer.

KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge of budget development and maintenance, operations, and activities of the department.
• Thorough knowledge of board policies and procedures.
• Through knowledge of the school system practices and activities.
• Thorough knowledge of and ability to use correct grammar, vocabulary, spelling, and punctuation.
• Thorough knowledge of modern office practices and procedures.
• 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 perform basic bookkeeping tasks.
• 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 business administration, 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

• Must possess a valid driver’s license issued by the NC Department of Motor Vehicles

PREFERRED QUALIFICATIONS:

• Five (5) years of experience in a public-school system office setting supporting a high-level administrator
• Notary Public certification
• Spanish Speaking

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist the Chief Academic Officer in general administrative operations.
• Prepare and oversee the Curriculum & Instruction budget for the Chief Academic Officer.
• Guide research activities and generally oversee all special projects.
• Compile operational statistics and gather such other data as the Chief Academic Officer may require.
• Supply information requested via questionnaires or otherwise to school systems, teachers, colleges, etc.
• Update and maintain the Chief Academic Officer’s copy of the school district policy manual.
• Accumulate and disseminate information about new developments in education and pertaining to the programs and activities of the school district.
• Responsible for all travel and reimbursement forms.
• Coordinate printing, marketing, supply orders, and activities.
• Assume scheduling, coordinating, budget development, and other clerical functions as assigned by the Chief Academic Officer.
• Attend meetings as assigned by the Chief Academic Officer.
• Prepare and review reports as assigned by the Chief Academic Officer.
• Report regularly to the Chief Academic Officer regarding any developments or problems within the district that require the attention or action of the Chief Academic Officer.
• Obtain, gather, and organize pertinent data as needed and transpose it to a usable format.
• Maintain a regular filing system and process incoming correspondence as instructed.
• Receive, process, date stamp, and distribute all incoming mail for the Curriculum & Instruction 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 Curriculum & Instruction Department.
• Maintain a schedule of appointments for the Chief Academic Officer and make arrangements for conferences, interviews, and meetings.
• Assist with the coordination/implementation of in-service training for certified and classified employees.
• Perform other duties as assigned by the Chief Academic Officer.