Administrative Assistant for Learning Services

Academy School District 20•Colorado Springs, CO

23h•Onsite

About The Position

Supports the department leader in day-to-day administrative functions of their department including but not limited to: budget, committee support, planning, supervision and support of department, and other district leadership. The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time.

Requirements

Ability to create, access, input, retrieve, and manipulate information in various software systems
Ability to establish and maintain effective working relationships with supervisors, coworkers, administrators, departments, other agencies, and the general public
Ability to follow oral and written instructions
Ability to greet and interact with the public in a courteous and professional manner
Ability to maintain confidentiality
Ability to manage simultaneous demands and set clear priorities
Ability to operate standard office equipment, performing a wide range of tasks
Ability to prepare correspondence on routine matters
Ability to work flexible and extended hours
Advanced knowledge of technology and related software utilized within department
Demonstrates discernment, excellence, honesty, integrity, patience, perseverance, respect, responsibility, and trustworthiness
Detail-oriented
Energetic, creative, innovative, flexible
Excellent cooperative, collaborative, and problem-solving skills
Experience with policies and procedures
Knowledge of and demonstrated successful experience in human relations and communications
Knowledge of office methods and procedures, to include appropriate telephone etiquette
Knowledge of record keeping and filing techniques
Strong organizational, interpersonal, written, listening, and verbal communication skills
Strong spelling, punctuation, and grammar skills
General Office Experience in an Educational Setting
High school graduate -high school diploma or equivalent

Responsibilities

Reports consistently for work as scheduled
Performs other duties as assigned
Attains proficient or higher evaluations on established Performance Standards
Acts as a resource for inquiries from staff and community
Answers telephone and greets visitors, providing information and routing inquiries as appropriate
Arranges, schedules, prepares agendas, produces and disseminates minutes for stakeholder meetings and orientations
Assists and manages calendar for the department leader and conference rooms
Assists in the preparation and production of items related to grants and reports for the Colorado Department of Education, district administration, and the Board of Education
Assists, schedules, and confirms appointments and meetings
Attends professional meetings, seminars, and workshops
Creates, updates, prepares, collates, analyzes, and processes reports related to job-specific responsibilities
Ensures ongoing compliance with applicable laws, rules, regulations, and personnel administrative policies, procedures, and appendices
Files and sorts a variety of documents including sensitive and confidential information
Interprets, explains, and executes district rules, regulations, policies, and procedures to staff and the public
Maintains and prepares budget records and summaries
Maintains department-related information related to position-specific responsibilities
Maintains various databases, reports, and office filing systems including records retention
Manages and updates department intranet page
Manages budgeted funds
Opens, sorts, and distributes incoming mail, and prepares outgoing mail as requested
Orders supplies for department
Organizes and assists with department-sponsored events
Organizes department-facilitated interview processes
Performs a variety of bookkeeping procedures within the department and reconciles/tracks various accounts
Performs a variety of duties using various types of office equipment.
Performs a variety of typical functions of the office: typing, filling, answering the phone, travel planning, e-mail, drafting memos, etc.
Performs routine activities related to departmental functions and job-specific responsibilities
Prepares and coordinates travel documentation and arrangements
Prepares and processes data and reports related to job-specific responsibilities
Prepares Board of Education items including agendas, memos, and resolutions
Prepares correspondence, reports, and updates lists related to job-specific responsibilities
Processes information, paperwork, and files
Processes purchase orders
Provides assistance to district staff consistent with job-specific responsibilities
Provides assistance to other department office staff
Provides online research as requested
Provides support for other department secretaries and Education and Administration Center administrative assistants as needed
Supports school and department administration inquiries
Transcribes proceedings of meetings and committees as requested
Updates required state and federal compliance documents and notification processes
Works with the department leader to provide the Superintendent, Cabinet, and Board of Education with timely information concerning appropriate committees and department information