Operations Administrative Assistant

Administrative AssistantUnder moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members.High school diploma or GEDProficient skills in keyboarding, data entry, word processing, and file maintenanceAbility to use software to develop spreadsheets and databases and do word processingAbility to prioritize workflow to address the multiple needs of the supervisor or the departmentAbility to multi-task numerous complex administrative activitiesBasic math skillsEffective communication and interpersonal skillsRecords, Reports, and CorrespondencePrepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.Compile, maintain, and file all reports, records, and other documents as required.AccountingPerform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.Order and maintain inventory of office supplies and program equipment.Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.OtherAnswer and respond to incoming calls, take reliable messages, and route to appropriate staff.Maintain a schedule of appointments and make travel arrangements for department staff.Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.Receive, sort, and distribute mail and other documents to department staff.Maintain confidentiality of information.Follow district safety protocols and emergency procedures.None.Standard office equipment including personal computer and peripheralsProlonged sitting; occasional bending/stooping, pushing/pulling, and twistingRepetitive hand motions including frequent keyboarding and use of mouse; occasional reachingOccasional light lifting and carrying (less than 15 pounds)May work prolonged or irregular hours; occasional districtwide travelWork with frequent interruptions; maintain emotional control under stressThis document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.