JOB DESCRIPTION BOTTOM RIGHT OF SCREEN

Position Length: 11 Month

Job Grade: 114

Hourly Rate: $20.33 and up depending on experience

Hours Per Day: 8

Application Procedure: Apply online

Administrative Assistant
JOB DESCRIPTION
Gilbert Unified School District

Purpose Statement :
The job of Administrative Assistant is done for the purpose/s of providing secretarial support to assigned Administrator; acting as liaison between the Administrator and other parties; and monitoring assigned programs and/or projects.

Essential Functions

• Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Compiles data from a variety of sources (e.g. master schedules, handbooks, fee schedules, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a variety of programs and activities (e.g. meetings, schedules, appointments, calendars, workshops, luncheons, travel, game security, team physicals, etc.) for the purpose of maintaining efficiency of department/program operations and/or delivering services in conformance with established guidelines.
• Evaluates situations and events (e.g. involving other staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Maintains a variety of documents, files and records (manual and computer) (e.g. personnel records, statistical/financial reports, schedules, contracts, record archives, budget, requisitions, pay rolls, vendor catalogs, eligibility information, emergency packets, etc.) For the purpose of providing up-to-date reference trail, availability of information as needed and ensuring confidentiality.
• Maintains documents, files and records (confidential and non-confidential) for the purpose of providing up-to-date reference and audit trail for compliance.
• Monitors assigned site activities and/or program components (e.g. Budget, time sheets, mail handling, petty cash fund, etc.) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
• Performs record keeping (confidential and non-confidential) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting assigned administrator with necessary materials.
• Prepares a variety of written materials (e.g. Correspondence, agendas, minutes, lists, reports, memos, pay roll, invoices, contracts, handbooks, reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. employment verifications, employee action requests, leave, resignations, retirements, salary calculations, purchase orders, new athletic equipment requests, reimbursements, entry fees, etc.) for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
• Records data into financial system as administrator requires for the purpose of providing an up-to-date reference trail and ensuring compliance with established regulations.
• Researches a wide variety of topics (e.g. Current practices, policies, education codes, etc.) For the purpose of providing information for addressing a variety of administrative requirements.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Supports assigned administrative personnel for the purpose of providing assistance with administrative functions.

Other Functions

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including spreadsheet applications; performing standard bookkeeping/accounting procedures; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percent, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge required to satisfactorily perform the functions of the job includes: concepts of grammar and punctuation; standardized accounting/bookkeeping principles; and key boarding and office support software and spreadsheet applications
ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. In working with others, problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; setting priorities; working as part of a team; and working with constant interruptions.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; and monitoring budget expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the Organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity . Generally the job requires 70% sitting, 15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.
To support the District's academic mission by providing emotional, behavioral, social and prevention services to students and their families enabling students to be resilient, successful learners and gain personal and social competencies. Gilbert, AZ