Administrative Assistant II

Personnel Commission•Madera, CA

6d•Onsite

About The Position

Under the general direction of a K-6, K-8 or Alternative Education School Site, the Administrative Assistant II performs specific responsibilities for administrative and secretarial support to assigned school site administrators; monitoring assigned activities; and providing information, recommendations, and/or direction as requested by assigned administrator. The incumbents in this classification provide the school community with administrative assistant duties, in support of a K-6, K-8 or Alternative Education School Site, which directly support student learning and achievement.

Requirements

High school diploma or equivalent.
Three and one-half (3.5) years of increasingly responsible clerical/secretarial experience in an office environment.
Valid, current California Driver’s License or ability to provide transportation to meetings, events and trainings associated with essential functions, duties and tasks.
Pass the District’s applicable proficiency exam for the job class with a satisfactory score.
After offer of employment, obtain: Criminal Justice and FBI Fingerprint Clearance.
Negative TB test result plus periodic post-employment retest as required (currently every four years).
Pre-employment physical exam A through District’s provider.
Modern office practices, procedures and equipment.
Current policies, laws and procedures.
Use of job-related software applications, including virtual meeting platforms.
Business telephone techniques and etiquette.
Correct English usage, including grammar, spelling, and punctuation; and vocabulary.
Expertise in Microsoft Office, Google Suite tools, and other applicable software applications.
District policies and procedures associated with educational processes.
District organization and locations.
Keyboard accurately at an acceptable rate of speed.
Operate standard office equipment utilizing pertinent software applications.
Prepare and maintain accurate records.
Plan and manage complex and responsible projects.
Accurately take and transcribe notes and/meeting minutes/recollections.
Maintains confidentiality of Student Services files and records.
Display exemplary planning, prioritization and time management skills.
Communicate with diverse groups maintaining confidentiality, meeting deadlines and schedules; working with frequent interruptions, setting priorities; establishing and maintaining effective working relationships.
Communicate with staff, parents, and public using patience and courtesy, and in a manner that reflects positively on the organizational unit.
Read, write, and communicate clearly in English; a second language (usually Spanish) may be required.
Perform well under pressure for competing time-sensitive priorities.
Understands and follows written and oral instructions.
Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations.

Nice To Haves

A second language (usually Spanish) may be required.

Responsibilities

Acts as resource to teachers, students, parents, and the general public regarding general and specific information on the policies, procedures and activities of assigned school site; communicates with District personnel, students, staff, parents, community members, vendors and various outside agencies to exchange information, coordinate activities and resolve issues or concerns.
Administers first aid and prescription medications to students (under the direction of a health care professional) for providing emergency and necessary care in compliance with established guidelines.
Answers and initiates telephone calls for responding to inquiries, transferring calls, taking messages, requesting information and/or conveying information.
Assures that all staff absences are covered each day; determines daily absences; distributes substitute binders, substitute plans, attendance rosters; maintains time sheets; calls for prep coverages and documents prep pay coverages; approves and reconciles absences on automated substitute system.
Collects payments for a variety of events (e.g., fines, fees, and fundraisers) for the purpose of completing transactions and/or securing funds.
Compiles data from a variety of sources (e.g., work orders, budget reports, specialized reports, personnel records) for complying with financial, legal and/or administrative requirements.
Coordinates a variety of projects, functions and/or program components (e.g., appointments, meetings, in-service events, travel and accommodations, graduations, promotions, Back to School Nights, Staff Institute Days) for the purpose of completing activities and or delivering services to achieve goals and meet target dates.
Facilitates student enrollment and performs onsite registration and withdrawal activities for complying with established requirements; works directly with students and families to assure accurate processes are completed and needs are met.
Greets and screens visitors and phone calls; coordinates flow of communications for assigned administrator; responds to inquiries and provides information; directs individuals to appropriate location in accordance with established building security procedures; exercises independent judgment in resolving a variety of issues; and refers difficult issues to the assigned administrator, as necessary.
Maintains a wide variety of confidential and non-confidential manual and electronic documents files and records (e.g., calendars, budget data, employee records, financial records, reports, student cumulative files, testing materials, attendance records, discipline records, Home Hospital records) for providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
Maintains, monitors and records expenditures; posts and reconciles expenditures to budgeting software system; processes staff reimbursements and correspondence; assists in assuring expenditures do not exceed established limitations.
Monitors a variety of activities on behalf of assigned administrator (e.g., account balances, work order status) to achieve goals and meet target dates in compliance with established guidelines and regulatory requirements.
Monitors students referred for illness or disciplinary action for ensuring student welfare and maintaining a secure office environment.
Oversees the work activities among the office staff (e.g., clerks, secretaries, volunteers, student office assistants) for the purpose of organizing work assignments and ensuring completion within established guidelines.
Participates in a variety of meetings, workshops, trainings, and activities; records minutes and summaries; supports the needs of the attendees.
Prepares a variety of documents (e.g., correspondence, memoranda, agendas, minutes, event programs, bulletins, reports, requisitions) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
Prepares course schedule in student software system; produces class rosters; opens and closes grade books for teachers; performs steps for grade reporting; prints report cards for students.
Processes documents and materials (e.g., timesheets, work orders, requisitions, travel reimbursements, budget transfers, open enrollment forms, student cumulative files, mail) for disseminating information in compliance with administrative guidelines and/or regulatory requirements.
Procures supplies and materials for maintaining availability of required items.
Provides administrative assistance to assigned administrator, schedules and arranges appointments, meetings, and conferences.
Represents assigned Administrator in their absence for conveying and/or gathering information required for their functions.
Researches a variety of topics (e.g., current practices, policies, standard operating procedures) to provide information, recommendations and to address a variety of administrative requirements.
Responds to a variety of inquiries from internal and external parties (e.g., staff, parents, students, public agencies, vendors) to provide information, facilitate communication among parties and/or provide direction.
Performs other related duties as assigned for ensuring the efficient and effective functioning of the work unit and the District, including various mandatory District trainings.