Administrative Assistant II - Berkeley Unified School District
Berkeley, CA
About the Job
BASIC FUNCTION:Under the direction of an assigned supervisor, perform varied and responsible administrative support duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator; prepare and maintain a variety of manual and automated records and reports related to assigned activities.DISTINGUISHING CHARACTERISTICS:The Administrative Assistant II classification performs varied and responsible administrative assistant duties requiring thorough understanding of a program or functional area. Incumbents provide primary administrative support to a manager of a large program or director of a small department. The Administrative Assistant III classification provides primary and complex administrative support to a large District-wide program or multiple District-wide programs of a complex nature. Incumbents require thorough knowledge of organizational operations, policies and procedures and assigned department or programs. The Administrative Assistant I classification provides primary support to a manager of a program or secondary support to higher-level administrators. REPRESENTATIVE DUTIES:ESSENTIAL DUTIES:• Perform varied and responsible administrative support duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information; assure smooth and efficient office operations• Serve as primary administrative support to the assigned administrator; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events• Receive visitors, including administrators, staff, and the public; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator as needed; provide general information and assistance related to program or organizational operations and related laws, rules, regulations, policies and procedures• Compile information and prepare and maintain a variety of records, logs and reports related to programs, students, financial activity, budgets, attendance, staff, projects and assigned duties; organize and distribute work orders; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents• Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data and generate various computerized lists and reports as requested; assure accuracy of input and output data• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, fliers, requisitions, handbooks, newsletters, brochures, certificates, contracts and other materials; format materials to meet program and office needs• Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed• Coordinate, schedule and attend a variety of meetings, workshops and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed• Perform a variety of clerical accounting duties in support of assigned program or office as assigned; monitor funds for income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required• Receive and process invoices according to established procedures; verify work completed or materials received; obtain management approval for payment• Perform special projects and prepare various forms and reports on behalf of the assigned administrator; attend to administrative details on special matters as assigned• Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns• Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software• Receive, sort and distribute mail; receive and respond to e-mails; prepare and distribute informational packets and bulk mailings as directed• Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; reserve facilities and equipment for meetings and other events as needed• Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory as required; prepare, process and code purchase orders and invoices as assigned; arrange for billings and payments as directedOTHER DUTIES:Perform related duties as assigned
Source : Berkeley Unified School District