JobID 34971 : Sch Improvmt and Operations Asst - Federal & Sp Programs Office (#410443)
License and Certification Qualifications: None required.
Education Qualifications: High school diploma or equivalent required. Post-secondary education preferred.
Experience Qualifications: Five years experience in an administrative or clerical environment required. Experience with a variety of software programs preferred.
Skills Qualifications: Ability to communicate with others in an effective and tactful manner; strong organizational and time management skills; ability to write simple correspondence; ability to deal with problems involving a few concrete variables in standardized situations; knowledge of Windows XP; and knowledge of Microsoft Office programs.
Primary Responsibilities: Assist in the primary administrative and clerical duties related to the organization and coordination of all aspects of the Federal and Special Programs Department.
1. Perform general secretarial duties.
a. Organize and monitor the office operations of the department.
b. Compose correspondence for the director as requested.
c. Ensure that correspondence and other documentation sent from the office is accurate and that it conforms to standard English usage and to the prescribed form and style for the district.
d. Utilize telecommunications equipment to properly route telephone calls and inquiries.
e. Route correspondence as directed.
f. Maintain appointment book for supervisor.
g. Screen all written correspondence and telephone calls and route items to the most appropriate level for a response.
h. Screen all complaints coming to the office appropriate to facilitate a timely resolution of the problems and concerns.
i. Type and file correspondence, agendas, minutes, and purchase orders as needed.
j. Arrange meeting details, develop minutes, and follow-up correspondences in a timely fashion.
k. Initiate and maintain ledgers as assigned, complete and process overnight travel vouchers, and assist in arrangement of travel plans.
l. Process all forms on the administrative level for the Director of Federal and Special Programs.
m. Organize and maintain program reference materials.
2. Assist with budgetary duties, including auditing and monitoring, for the department.
a. Assist with the local travel account.
b. Assist with the conference travel account.
c. Assist with the registration/tuition account.
d. Assist with the printing account.
e. Assist with the neglected/delinquent institutions accounts.
f. Assist with the miscellaneous payroll.
3. Promote and maintain interpersonal relationships.
a. Cooperate with and maintain a positive relationship with other employees of the department to which assigned.
b. Cooperate with and maintain a positive relationship with all other school system employees and with external audiences.
4. Perform other duties as assigned.