2024-25 Administrative Assistant III - Desert Shadows MS

Administrative Assistant III

Location: Desert Shadows Middle School

Temporary position, 8 hours per day

Grade 17, $17.16 per hour

Start date: 11/18/2024 - 3/26/2025

Purpose Statement

The job of Administrative Assistant III is done for the purpose/s of providing a wide variety of confidential administrative and secretarial support to assigned administrator; conveying information regarding department functions and procedures; and coordinating assigned projects and site activities.

This job reports to Administrator.

Essential Functions

Compiles both confidential and non-confidential data from a wide variety of sources (e.g. calendars, budgets, inventories, time sheets, etc.) for the purpose of preparing information for assigned administrators.

Maintains manual and electronic files, department budgets and accounts (e.g. accounting records, journal entries, substitute records, ESP evaluation tracking, etc.) for the purpose of providing up-to-date reference and audit trail.

Orders, distributes and monitors all supplies, merchandise and supplies for the purpose of ensuring that demands are met and distributed to the proper locations.

Prepares a wide variety of reports, documents and correspondence of a confidential and non- confidential nature (e.g. iVision reports, TES tracking, evaluations, work orders, school publications, employee absences, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.

Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.

Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, visitors, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

Schedules a wide variety of activities (e.g. appointments, AIMS testing, interviews, etc.) for the purpose of making necessary arrangements for assigned administrators and supervisors.

Supervises assigned personnel as directed by the administrator (e.g. all ESP, etc.) for the purpose of ensuring their department and individual performance objectives are met.

Supports assigned administrative and supervisory personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions

Participates in a variety of meetings, workshops, and/or trainings (e.g. site committees, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include:  operating standard office equipment including using Microsoft office products and job related software applications, preparing and maintaining accurate records; customer service; screening telephone calls; analyzing budgets; analyzing data; using pertinent software applications.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices; grammar, spelling and punctuation; office practices; recordkeeping and record retention practices; bookkeeping practices; codes/laws/rules/regulations/policies.

ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job- related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities, communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, setting priorities, working as part of a team, and working with frequent interruptions; accuracy and attention to detail; dealing with frequent interruptions; organizing tasks.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 85% sitting, 10% walking, and 5% standing. This job is performed in a generally clean and healthy environment.

Experience:  Job related experience with increasing levels of responsibility is                   desired.

Education:    High school diploma or equivalent.

Equivalency: