POSITION PURPOSE:

The Administrative Assistant is responsible for performing a wide variety of administrative duties in support of the Superintendent’s office. Responsible for a broad range of high-volume, complex communications, records, and correspondence. This position requires excellent interpersonal skills, a high degree of resourcefulness, good judgment, and prioritization. Within the person’s assigned authority, the employee is expected to analyze and solve problems independently or consult with a higher authority on matters that have the potential for wide-reaching impact in the district. Work involves receiving and transcribing confidential correspondence, screening and independently handling a variety of inquiries by telephone and in person, and maintaining a variety of records and files. The Administrative Assistant is responsible for explaining program policies and procedures, and for disseminating information to the general public about the operation of the school system. The goal of this employee should be to ensure the smooth, efficient, and lawful operation of the Superintendent of the School’s office.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES 

• Considerable knowledge of the operations and activities of the department 
• Thorough knowledge of board policies and procedures 
• Thorough knowledge of and ability to use correct grammar, vocabulary, spelling, and punctuation
• Thorough knowledge of modern office practices and procedures 
• General knowledge of bookkeeping 
• Considerable knowledge of common word processing, spreadsheet, electronic mail, and file maintenance programs 
• Ability to generate correspondence, spreadsheets, and reports independently
• Ability to interact and deal with the public and employees in a professional
• Ability to perform basic bookkeeping tasks 
• Ability to sort and distribute documents 
• Ability to maintain confidential information and use discretion and good judgment
• Ability to maintain complete and accurate records and to develop standard reports from those records 
• Ability to learn, interpret, and explain policies, regulations, and programs 
• Ability to multi-task in a fast-paced environment 
• Ability to establish and maintain effective working relationships as necessitated by work assignments 
• Ability to perform under stress and assist others in stressful and/or emergencies 

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE: 

• Associate’s Degree from an accredited institution in the field of secretarial science, human resources, public relations, office management, or another related field 
• Three (3) years of experience in an office setting supporting a high-level administrator
• Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities 

CERTIFICATION AND LICENSE REQUIREMENTS 

• Must possess a valid motor vehicle license administered by the NC Division of Motor Vehicles

PREFERRED QUALIFICATIONS:

• Bachelor’s Degree from an accredited institution in a related field
• Five (5) years of experience in a public school system office setting supporting a high-level administrator 
• Experience in taking dictation and utilizing shorthand 
• Bilingual 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

1. Assist the Superintendent in general administrative operations 
2. Guide research activities and generally oversee all research projects 
3. Compile operational statistics and gather such other data as the Superintendent may require 
4. Supply information requested via questionnaires or otherwise to school systems, teachers, colleges, etc. 
5. Update and maintain the Superintendent’s copy of the school district policy manual
6. Accumulate and disseminate information about new developments in education about the programs and activities of the school district 
7. Serve on staff committees as directed by the Superintendent 
8. Assume scheduling, coordinating, budget development, and other clerical functions as assigned by the Superintendent 
9. Attend meetings as assigned by the Superintendent 
10. Prepare and review reports as assigned by the Superintendent 
11. Report regularly to the Superintendent regarding any developments or problems within the district that require the attention or action of the Superintendent 
12. Obtain, gather, and organize pertinent data as needed and transpose it to a usable format
13. Maintain a regular filing system, as well as a set of locked confidential files, and process incoming correspondence as instructed 
14. Receive, process, date stamp, and distribute all incoming mail for the Superintendent's Office 
15. Place and receive telephone calls; transcribe and deliver messages 
16. Assist incoming callers and visitors by responding to questions, inquiries, and requests for information and services 
17. Prepare and process purchase orders for all supplies, goods, and materials for the Superintendent's Office 
18. Compile and maintain a listing of all internal and external contracts issued for the Orange County School System 
19. Receive, process, and maintain all incoming employment applications 
20. Maintain a schedule of appointments for the Superintendent and plan for conferences, interviews, and meetings 
21. Guide research activities and generally oversee all research projects 
22. Perform other related duties as assigned by the Superintendent

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.