PROMOTIONAL OPPORTUNITY - SENIOR ADMINISTRATIVE ASSISTANT - Palm Springs Unified School District - Palm Springs, CA
PALM SPRINGS UNIFIED SCHOOL DISTRICT CLASS SPECIFICATION Palm Springs, California AR 4320.04 SENIOR ADMINISTRATIVE ASSISTANT BASIC FUNCTION Under the direction of a Cabinet-level administrator, perform a variety of complex secretarial and administrative support to assist the administrator of a major functional area of the District; organize and coordinate office activities and communications; provide assistance and information to District staff, County and State officials, parents and vendors; train and provide work direction to assigned staff. DISTINGUISHING CHARACTERISTICS The Senior Administrative Assistant provides complex secretarial and administrative support to a Cabinet-level administrator and serves in a lead capacity over other clerical staff. ESSENTIAL DUTIES · Organize and coordinate the day-to-day activities of the assigned administrative office to assure smooth, efficient and effective office operations; organize and coordinate office activities and communications; perform complex duties to assist the administrator with details. · Perform complex and responsible duties requiring specialized and extensive knowledge of the assigned area of administration; perform duties with substantial initiative and judgement to attend to issues in the absence of the administrator as authorized. · Organize, coordinate and assist with a variety of administrative details, compile information and data for reports and assist in the preparation of statistical and narrative reports; perform research and conduct special projects and assignments related to programs of the functional area; organize and establish filing and record-keeping system. · Compose, type and prepare Board actions for assigned area in accordance with established formats; compile and organize appropriate background materials; inspect documents, forms, records and other materials for accuracy and completeness. · Train and provide work direction to assigned staff; assign and review work. · Attend a variety of regular and special meetings; prepare agendas, minutes and other details for meetings; attend meetings and take shorthand notes from dictation as assigned by the position; transcribe minutes and distribute to appropriate personnel. · Greet visitors and answer telephones; provide information or redirect visitors and callers to appropriate personnel; provide information and answer questions regarding District programs, policies, procedures and regulations; relay information, messages and directives from the administrator. · Sort and route mail and correspondence for administrator’s personal reply or signature. · Prepare correspondence and memoranda independently or from oral instructions; determine appropriate format and presentation; maintain a variety of complex files and records often involving confidential materials. · Schedule, arrange and confirm appointments and meetings and maintain the administrator’s calendar; arrange travel reservations and accommodations. · Coordinate communications and activities with other District departments and personnel, educational institutions, State and Federal agencies, vendors, outside organizations and the public; communicate policies and procedures with faculty, administration and staff; evaluate documents for completeness and accuracy. · Requisition office supplies and materials to assure adequate inventory; assist in preparing and monitoring budgetary and other financial data. · Operate a computer and other office equipment as assigned. OTHER DUTIES · Perform related duties as assigned. KNOWLEDGE OF: · Organization, policies and procedures of District and the assigned area of administration. · Secretarial and administrative assistant methods and responsibilities. · Principles and practices of training and providing work direction to others. · Research methods and report writing techniques. · Modern administrative office practices, procedures and equipment. · Automated equipment and operating procedures of applicable software. · Correct English usage, grammar, spelling, punctuation and vocabulary. · Applicable sections of State Education Code and other applicable laws. · Basic budget preparation and monitoring control methods. · Oral and written communication skills. · Interpersonal skills using tact, patience and courtesy. · Telephone techniques and etiquette. · Public relations techniques. · Record-keeping techniques. ABILITY TO: · Perform a variety of complex and responsible secretarial and administrative support duties to assist the Administrator with administrative details. · Train and provide work direction to others. · Apply, interpret and explain the operations, policies and procedures of the Administrator’s office. · Prepare and maintain administrative records and files. · Perform research, compile data and prepare reports. · Work confidentially with discretion. · Plan and organize work. · Compose correspondence and written materials independently. · Operate a computer terminal to enter data, maintain records and generate reports. · Organize, coordinate and oversee office activities. · Type at 50 words net per minute from clear copy. · Take dictation at an acceptable rate of speed and transcribe accurately. · Establish and maintain cooperative and effective working relationships with others. · Meet schedules and time lines. · Analyze situations accurately and adopt an effective course of action. · Complete work with many interruptions. · Make arrangements for meetings, travel and conferences. EDUCATION AND EXPERIENCE Any combination equivalent to: · Graduation from high school supplemented by college-level course work in secretarial science, business or related field. · Five years increasingly responsible secretarial experience including two years in a supervisory capacity. LICENSE REQUIRED · Valid California driver’s license. ENVIRONMENT · Office environment. · Constant interruptions. · Driving a vehicle to conduct work. PHYSICAL DEMANDS · Hearing and speaking to exchange information in person and on the telephone. · Dexterity of hands and fingers to operate a computer keyboard. · Sitting for extended periods of time. · Seeing to read a variety of materials. · Bending at the waist, kneeling or crouching to file materials. SUPERVISOR Cabinet-level Administrator OVERTIME STATUS Non-Exempt BARGAINING UNIT STATUS Management/Confidential EVALUATION Performance of this job will be evaluated in accordance with provisions of Board policy on Evaluation of Management/Confidential employees. A five minute Typing Certificate validating ability to type a minimum of 50wpm. Typing test available 7:30am-3:30pm M-F at 980 East Tahquitz Canyon Way, Suite 105, Palm Springs. Please call (760) 416-6085 for an appointment. Please attach the following required documents when submitting your online application: |
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The Palm Springs Unified School District is proud to be one of the finest of California’s school districts. A team of more than 2,020…
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