Stockton Unified School District · 1 month ago
Senior Administrative Assistant #487 - Language Development Office / NAIC
Stockton, CA
Full-time
Onsite
Mid, Senior Level
3+ years expStockton Unified School District is seeking a Senior Administrative Assistant to perform complex secretarial and administrative duties under the direction of a Director. The role involves planning, coordinating office activities, and ensuring smooth communication and operations within the office.
Primary/Secondary Education
Responsibilities
Perform varied and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications; assure smooth operations of assigned office
Compile information and prepare a variety of reports related to assigned activities; process and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed
Receive visitors, including administrators, staff, parents and the public and provide information or direct to appropriate personnel; respond to inquiries and provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of procedures and regulations are required
Assure timely communications between assigned office and District employees; initiate phone calls to receive and transmit information; resolve issues as appropriate; refer difficult situations to the administrator; maintain confidentiality of sensitive and privileged information
Receive, screen and route telephone calls; take and relay messages as appropriate; serve as a resource to others concerning policies and procedures; respond to requests for records and other documents as directed
Receive, sort and distribute mail; prepare and distribute informational packets and bulk mailings as directed
Input data into an assigned computer system; generate a variety of mandated and requested computerized reports according to established time lines; maintain automated records; assure accuracy of input and output information
Compose, independently or from oral instructions, note or rough draft, a variety of materials including inter-office communications, applications, requisitions, forms, letters, contracts, brochures, flyers, legal documents, memoranda, bulletins and other materials; review and proofread a variety of documents
Maintain a variety of logs and records related to financial activity, student information, personnel, attendance and assigned duties including those of a confidential nature; establish and maintain filing systems
Perform special projects and prepare various forms and reports on behalf of the Director; attend to administrative details on special matters as assigned; perform varied duties related to the Director’s area of responsibility and assigned programs
Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software; maintain equipment and arrange for repairs as necessary
Monitor inventory levels of office supplies and materials; order, receive and maintain inventory of office supplies and materials
Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment and activity calendar; reserve facilities; prepare agendas and take notes as requested; transcribe and distribute minutes as assigned
Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate work flow; prioritize workload according to established time lines
Coordinate travel arrangements and hotel reservations as necessary; prepare and assure proper completion of reimbursement forms
Coordinate special events and activities as assigned
Maintain regular and prompt attendance in the work place
Qualification
Required
Graduation from high school supplemented by college-level course work in secretarial science or a related field
Three years of increasingly responsible secretarial experience
Perform varied and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail
Plan, coordinate and organize office activities and coordinate flow of communications for the assigned supervisor
Work independently with little direction
Analyze situations accurately and adopt an effective course of action
Maintain confidentiality of sensitive and privileged information
Compose correspondence and written materials independently or from oral instructions
Assure efficient and timely completion of office and program projects and activities
Understand and resolve issues, complaints or problems
Establish and maintain cooperative and effective working relationships with others
Interpret, apply and explain laws, codes, rules, regulations, policies and procedures
Type or input data at 55 words per minute from clear copy
Operate a variety of office equipment including a computer and assigned software
Maintain a variety of records and files
Meet schedules and time lines
Plan and organize work
Complete work with many interruptions
Compile and verify data and prepare reports
Communicate effectively both orally and in writing
Develop and maintain cooperative working relationships with those contacted in the course of work
Carry out oral and written directions; write and speak at a level sufficient to fulfill the duties to be performed for the position described
Knowledge of modern office practices, procedures and equipment
Knowledge of telephone techniques and etiquette
Knowledge of district organization, operations, policies and objectives
Knowledge of policies and objectives of assigned program and activities
Knowledge of applicable laws, codes, regulations, policies and procedures
Knowledge of record-keeping techniques
Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary
Knowledge of interpersonal skills using tact, patience and courtesy
Knowledge of oral and written communication skills
Knowledge of operation of a computer and assigned software
Knowledge of methods of collecting and organizing data and information
Knowledge of business letter and report writing, editing and proofreading
Company
Stockton Unified School District
Stockton Unified School District is comprised of four comprehensive high schools, seven alternative education high schools, and forty-two K-8 schools.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase