Job Posting for Administrative Assistant - Academic Services at Gaston County Schools Career Site

Administrative Assistant – Academic Services

Definition

Under minimal supervision performs a wide variety of administrative and technical functions involving public contact and office management duties as an assistant to a top-level administrator. Most actions are directed by the general policies and precedents of the system or by own judgment. Within the limits of the employee’s assigned authority, the employee is expected to analyze and resolve problems independently. Work involves receiving and transcribing confidential information, screening and independently handling a variety of inquiries by telephone and in person, and maintaining a variety of confidential records and files. Employee is responsible for explaining program policies and procedures, and for disseminating information to the general public pertaining to the operation of the school system. The employee is also responsible for managing data and providing specialized information. Supervision or coordination of clerical employees may be required.

Duties and Responsibilities

• Handles appointments and manages the supervisor’s calendar; arranges travel schedules, makes reservations, and prepares travel vouchers and expense reports for supervisor and/or department personnel.

• Writes, edits, prepares, or coordinates the preparation of correspondence, reports, charts, graphs, contracts, and other printed materials; researches content items for precedents, correctness of presentation, and applicability.

• Prepares agenda for administrative meetings; handles proceedings for planning major meetings; attends meetings, takes minutes or notes, and follows through on matters requiring correspondence.

• Screens and routes materials according to the content of communications; routing duties require detailed knowledge of organizational operations and individual staff members’ assignments and status of work.

• Composes responses to incoming correspondence and composes letters and memorandums for the supervisor’s review.

• Reviews and ensures accuracy of outgoing correspondence, records, and/or reports.

• Receives and responds to inquiries and/or directs inquiries to other departments.

• Answers questions from employees concerning policies, procedures, or deadlines; explains the use of records or information.

• Attends meetings, hearings, or conferences as a participant or as staff.

• Administers assigned special, recurring or regular projects; completes reports as needed.

• Files and retrieves materials based on full knowledge of organization and activities.

• Summarizes information for standard reports; selects data from varied sources.

• Assists in monitoring departmental or program budgets, gathers pertinent data, analyzes requests, and

• processes technical information.

• Maintains departmental personnel, financial, and/or activity records; acts as a point of contact for the department served and provides information or refers inquiries to proper personnel.

• Prepares payroll turnaround document or refers inquiries to proper personnel.

• May supervise the work of other clerical employees; may coordinate the work of employees assigned to projects.

• Maintains a positive approach to public education and fosters favorable public relations with internal

• and external customers.

• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments, and/or directions from superiors.

• Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc.

• Requires the ability to prepare correspondence, reports, forms, charts, etc., using a prescribed format.

• Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

• Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions.

• Requires the ability to utilize mathematical formulas; to add and subtract; and to utilize decimals and percentages.

• Requires the ability to handle a variety of office machines such as computers, calculators, copiers, etc.

• Must have minimal levels of eye/hand/foot coordination.

• Must be adaptable to performing under stress and when confronted with persons acting under stress.

• Must be able to effectively communicate with other employees and the public in a professional manner via telephone, e-mail, as well as in person.

• Thorough knowledge of the operations and activities of the department.

• Thorough knowledge of and ability to use grammar, vocabulary, spelling, and punctuation in Standard English.

• Thorough knowledge of office practices and procedures.

• Considerable knowledge of common word processing, spreadsheet, presentation, and file maintenance programs.

• Considerable knowledge of the principles of organization and administration.

• General knowledge of computers and peripheral equipment.

• Ability to work independently with little guidance.

• Ability to maintain confidential information.

• Ability to promote good relationships internally and with the public.

• Ability to generate correspondence and reports independently.

• Ability to plan and prepare meeting agendas.

• Ability to sort and distribute documents.

• Ability to maintain complete and accurate records and to develop standard reports from those records.

• Ability to respond to questions based on considerable knowledge of the department.

• Ability to exercise sound judgment in resolving problems.

• Ability to understand and follow oral and written instructions.

• Ability to type accurately at a moderate rate of speed.

• Ability to establish and maintain effective working relationships as necessitated by work assignments.

Physical Requirements

• Must be able to exert up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly.

• Requires climbing, stooping, kneeling, crouching, hearing, reaching, standing, lifting, walking, grasping, and talking.

• Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving the nature of sounds by ear.).

• Must possess the visual acuity to prepare data, work with record processes, and do extensive reading and research.

• Must be physically able to operate a variety of equipment including computers, copiers, etc.

Minimum Training and Experience

• Graduation from high school with at least 10 years, preferred, of progressively responsible experience in secretarial and administrative work, including office management with experience in the operation of computer-driven word processing, spreadsheet and file maintenance programs; or completion of an associate’s degree program in secretarial science or business administration with at least 6 years, preferred, of experience in secretarial and administrative work, including office management; or graduation from a four-year college or university, preferably with a major in business administration, public administration or a related field and 1 - 3 years of experience in a related field; or an equivalent combination of experience and training.

• Notary Public commissioned by the NC Secretary of State, preferred.

This position reports directly to: Associate Superintendent of Academic Services

Classification: Non-Exempt

Salary: Grade 63

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees for this job.

If offered a position, prospective employees must pass a required health exam, criminal records check, and drug test.

Revised 05/2023 BFolgers

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