Senior Administrative Assistant

Job Summary

Under general direction of management personnel, performs a wide variety of complex and responsible secretarial, technical, clerical and accounting duties; has extensive dealings with the public and school district personnel. Does related work as required.

Essential Functions

Essential functions may include, but are not limited to the following:

1. Serves as personal secretary to management. Answers telephone calls; handles visitors; receives and relays messages; handles requests for information and assistance.
2. Transcribes from Dictaphone, handwritten notes or dictation and types letters, memoranda, and reports as assigned.
3. Attends to administrative and clerical detail utilizing initiative, problem analysis techniques, good judgment and confidentiality.
4. Receives, reviews and verifies documents, records and forms for accuracy, completeness and conformance to applicable rules, regulations, policies and procedures. Processes documents in compliance with established policies and procedures.
5. Maintains expenditure records of office/unit budget; prepares and coordinates budget transfer requests as necessary; tracks expenditures from each budget line item.
6. Prepares and processes all purchase orders; verifies amounts to pay partial and final invoices; makes copies and keeps accurate records of all payments.
7. Prepares rooms for meetings; arranges for necessary materials and refreshments.
8. Establishes and maintains a variety of office filing and record-keeping systems including inventory data collection systems.
9. Receives, sorts and distributes incoming mail.
10. Orders and distributes office supplies and materials.
11. Gathers, reviews, and compiles information and prepares accurate and comprehensive reports and surveys with deadlines as assigned.
12. Serves as clerical support to the Department. Schedules appointments; types letters and notices; prepares materials and reports as needed.
13. Maintains records and prepares notices and documents.
14. Prepares correspondence independently on matters not requiring personal attention of administrator.
15. Maintains strict confidentiality on all job-related matters.
16. Prepares a variety of communicative subject matter that may include privileged and highly sensitive material.
17. Plans, develops and implements office procedures.
18. Makes mathematical calculations with speed and accuracy.
19. Maintains numerous and varied budgets.
20. Performs other related duties as assigned.

Requirements / Qualifications

Equivalent of the completion of the twelfth grade, plus two years of advanced secretarial training or business/computer courses obtained through a community college, trade or correspondence school. Experience of a closely related nature may be substituted. Four years of varied and progressively responsible secretarial experience at the administrative level.

Please be advised that your application will be considered incomplete if a formal letter of interest, resume and three letters of recommendation (preferably dated within the past year) are not attached to your on-line application by the deadline date. If you need assistance with this process, please call (209) 468-4856.