Administrative Assistant - Operations Department

Catawba County Schools•Newton, NC

About The Position

Under minimal supervision, performs highly skilled and responsible secretarial and administrative work in support of a central office administrator. In addition to the generic duties and responsibilities below, a list of more specific duties may be included according to the needs of the individual position. Reports to Assistant Superintendent - Operations.

Requirements

Graduation from high school with preference given to an Associate's degree in secretarial science or office management and five years of increasingly responsible secretarial experience in an educational setting; or an equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities required to perform the job functions.
Strong computer proficiency and strong verbal, organizational, and interpersonal skills required.
Requires light physical work. Must be able to lift boxes to ten pounds. Must be able to sit at a computer for extended periods of time.
Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics of data, people, or things.
Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments, or directions to subordinates or assistants.
Requires the ability to read simple forms. Requires the ability to prepare time sheets and supply requisitions using the prescribed format.
Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form; to deal with problems involving several concrete variables in or from standardized situations.
Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.
Requires the ability to add, subtract, divide and multiply.
Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate to high levels of stress.
Requires the ability to talk, write, and hear.
Ability to supervise and direct subordinates.
Ability to reason, make judgments, and maintain effective working relationships with others in exercising discretion and action in the performance of assigned work.
Ability to utilize positive human relation skills with all staff, parents, students, and the public in fulfilling requests for assistance as appropriate.
Skills of keyboarding with accuracy at the speed necessary for the position.
Skills in operating a computer with word processing and spreadsheet applications.
Considerable knowledge of office practices and procedures.
Ability to compile and summarize information.
Ability to resolve problem situations with sound judgment.
Considerable ability to communicate effectively both orally and in writing.
Ability to demonstrate proper telephone etiquette.
Ability to maintain confidentiality.
Ability to exercise independent judgment and initiative in completing work assignments.
Knowledge of report writing.
Ability to compose correspondence independently.
Ability to work in the absence of supervision.
Ability to establish and maintain cooperative working relationships with those contacted in the course of work.

Nice To Haves

Basic conversational skills in Spanish preferred.

Responsibilities

Serves as the personal and confidential secretary to the Assistant Superintendent of Operations.
Schedules, coordinates, and processes Student Transfers, Student Remains, Employee Children Reassignments, and Release Forms.
Handles the mechanics of planning major meetings, takes and prepares agendas and minutes when appropriate, and follows through on matters requiring correspondence.
Reviews incoming mail to keep informed on the status of matters being handled by the office; refers important correspondence to supervisor or appropriate staff member; and holds specially assigned correspondence and independently prepares appropriate replies.
Prepares correspondence; reviews and edits correspondence prepared by staff members for the supervisor; and checks for correct grammar, proper format, and necessary attachments.
Receives and screens telephone calls and visitors; offers correct, appropriate information regarding Operations activities and programs; and refers calls or visitors to other appropriate staff members as needed or required.
Responds to complaints and requests for information within the scope of responsibilities.
Arranges supervisor’s appointments; procures travel orders and vouchers; assembles pertinent materials for supervisor’s use; and coordinates and makes travel arrangements for Assistant Superintendent and other staff as directed.
Uses general office machines such as copiers, calculators, computers, etc.
Updates a variety of information using various computer databases
Accesses Infinite Campus to obtain Student Information as needed.
Assists Data Managers, Guidance Staff, and Parents with enrollment as needed.
Serves as District Administrator for FS Direct (Facility Scheduling), RAVE, and SafeVisitor security systems.
Requires working knowledge of the Catawba County GIS to determine school assignment for students.
Coordinates Out of County Tuition with the Finance Department.
Notarizes documents when necessary.
Coordinates certification process for Notary Public at each school site.
Assists in a variety of department operations; performs special projects and assignments as requested; and prepares reports.
Gathers, assembles, and summarizes data and information and puts it into usable form.
Prepares correspondence, materials, purchase orders, etc., for special projects and initiatives.
Proofreads and edits documents generated by the department.
Recommends improvements in workflow, procedures, and use of equipment and forms.
Participates in the duties related to the administration of an office.
Performs other related duties as assigned by the administrator/supervisor.