The posting
SUMMARY
Under the direction of an assigned supervisor, perform varied and responsible secretarial and administrative assistance to relieve the Assistant Superintendent of administrative and clerical detail; plan, coordinate, and organize office activities and coordinate flow of communications for the assigned supervisor.
REPRESENTATIVE DUTIES (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to accurately reflect the principal job elements.)
• Coordinate and organize office activities, workflows, and confidential administrative processes with a high degree of accuracy, discretion, and adherence to strict timelines.
• Coordinate flow of communications; initiate and answer telephone calls; screen and route calls; take messages; greet and assist visitors; respond to inquiries and provide information.
• Communicate with District personnel, vendors, and various outside agencies to exchange information, coordinate activities and resolve issues or concerns related to office programs, purchase orders, District personnel, attendance, schedules, policies, procedures and assigned activities.
• Prepare and maintain essential departmental data, confidential files, tracking logs, and reports while establishing intuitive systems to ensure accuracy, rapid retrieval, and confidentiality.
• Compile and/or prepare letters, policies, memoranda, lists, logs, labels, forms, certificates, newsletters and other materials from straight copy, rough drafts, and oral instructions.
• Create and organize candidate packets; compile and duplicate materials, as needed.
• Operate a variety of office equipment including a copier, calculator, fax machine, computer and assigned software.
• Receive, open, sort, screen and distribute incoming mail; prepare and disseminate materials and information to the public and staff regarding various events and programs.
• Schedule, attend and prepare documents and agendas for appointments, conferences and meetings as assigned; prepare and maintain schedule and calendars as directed.
• Attend and record proceedings from confidential and sensitive official and unofficial meetings/committees.
• May prepare Board or Cabinet agenda items and supporting documentation.
• May monitor inventory levels of office supplies; order office supplies and prepare purchase orders as directed; arrange repairs for office equipment as necessary.
• Perform related duties as assigned.
