Administrative Assistant - 24-141; Administrative Assistant; Maintenance/District Office; 1.0 FTE; Probationary

Oregon Public Schools • Ashland, OR

366d • $19 - $24

About The Position

This position provides full spectrum administrative support to the Director or Administrator(s) including matters of a confidential nature. Handles daily work pressures, requiring a volume of work which must be completed within a specified period of time. Performs duties with minimal supervision.

Requirements

• High school diploma or General Education Diploma (GED) and minimum two years related successful experience in typing, general clerical and/or training or equivalent combination of education and experience.
• Associates Degree preferred.
• Ability to accurately enter and retrieve computerized data.
• Prior successful experience working in a school setting strongly preferred.
• Ability to communicate fluently verbally and in writing in English.
• Ability to respond to common inquiries or complaints from students, parents, staff, or members of the community.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
• Ability to prepare complex correspondence.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
• Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Ability to handle large amounts of money and account for monies received.
• Ability to perform low level accounting functions.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several variables in a variety of situations.
• General knowledge of computer usage and ability to use standard school software, internet software, e-mail, spreadsheets, accounting and word processing software.
• Ability to proficiently use the above software programs.
• Ability to create graphs and charts in spreadsheet software.
• Ability to type accurately and proficiently.
• Ability to appropriately communicate with students, teachers, administrators, parents and members of the community and others including vendors, law enforcement and other agencies.
• Ability to exercise good judgment and work in an environment with constant interruptions.
• Certificates as determined by the District including a valid Oregon Drivers License.

Nice To Haves

• Experience in a school setting.

Responsibilities

• Performs general office duties including answering multi-line phones, greeting the public, typing, filing, sorting and handling incoming and outgoing mail.
• Provides administrative assistance to the Director/Administrator(s) including calendar management, preparing correspondence, taking minutes, etc.
• Assists in development and reporting on program budget.
• Prepares department purchase orders.
• Researches, creates, inputs, formats, organizes and edits relevant data as needed or requested and prepares in a usable format.
• Maintains accurate office records including documents and forms used by program, filing, copying, creating manuals, and mailing information.
• Prepares a variety of records including copying, faxing, mailing and filing appropriate records and corresponding with other districts as necessary.
• Maintains accurate records including sending and retrieving files, ensuring transcripts, etc. are updated and updating databases as required.
• Prepares regular and accurate reports for ODE and federal agencies, meeting all required deadlines and recording revenue as appropriate.
• Maintains time sheet information and leave slips electronically and in printed format.
• Responsible for District level project/processes.
• Manages special projects and events as assigned.
• Appropriately maintains and secures highly confidential records and inquiries.
• While working collaboratively with others, implements decisions within ASD established policies and procedures.
• Professionally represents the school and the District in interactions with parents, community, staff, and students and resolves conflict in a professional manner.
• Supports Director/administrator throughout the hiring process including scheduling interviews and collaborating with payroll/HR to ensure compliance with district hiring procedures.
• Works collaboratively with District and building administrators and other department staff to provide reliable service to customers.
• Communicate clearly with coworkers and other staff.
• Participate as an effective team member.
• Provide impeccable customer service.
• Interacts thoughtfully and courteously with students, staff, administrators and parents and resolves conflict in a professional manner.
• Maintains appropriate certifications and training hours as required.
• Attends work regularly and is punctual.

Benefits

• Salary: $19.40 - $24.01 per hour

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED