PRIMARY FUNCTION: Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports MSAP Director and staff through a variety of tasks related to organizing, scheduling, and communicating with a variety of customers. Responsible for confidential and time-sensitive material.

REPORTS TO: Magnet School Project Director

SALARY SCHEDULE: G-7

WORK DAYS: 250

REQUIREMENTS:

1. Education Level: High school diploma OR equivalent

Preferred: Associate degree in related area.

Experience, Skill, and Certification: 

• One year working in a business office environment.
• Strong experience with MS Office Suite; Word, PowerPoint, and Excel.,
• Proficient in spelling, punctuation, grammar, oral communication, and keyboard skills.
• Ability to work independently, manage multiple tasks, prioritize workloads, and meet deadlines.
• Ability to arrange conference calls and schedule meetings using MS Outlook.
• Strong customer service and interpersonal skills: ability to establish and maintain effective working relationships with a variety of customers, even in the most stressful situations.

Duties and Responsibilities:

1. Manages multiple calendars, prioritizes meetings, screens calls/visitors, and handles request for information.
2. Maintains contact lists.
3. Produces and distributes correspondence memos, letters, faxes and forms.
4. Assists in the preparation of regularly scheduled reports.
5. Develops and maintains a filing system.
6. Orders and maintains office supplies, monitors invoices, and processes them.
7. Schedules all travel arrangements; verifies accuracy and completeness of travel documents and plans. Prepares and submits expenses for reimbursement.
8. Submits and reconciles expense reports.
9. Provides general support to visitors.
10. Provides information by answering questions and requests.
11. Researches and assists with creating presentations.
12. Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
13. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
14. Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
15. Handle sensitive information in a confidential manner.
16. Take accurate minutes of meetings.
17. Coordinate office procedures
18. Reply to email, telephone, or face to face enquiries.
19. Maintain up-to-date employee vacation and holiday records.
20. Photocopy and print out documents on behalf of other colleagues.
21. Performs other duties as assigned.

TERMS OF EMPLOYMENT

Incumbents will be considered “at will.” Appropriate pay will be determined based on Grade 7 of the classified hourly scale and allowable experience as determined by Human Resources. This is a 250-workday position. This position is funded through MSAP and is subject to funding.                                                                      

NON-ESSENTIAL RESPONSIBILITIES

A responsibility is considered to be “non-essential” (for the purposes of compliance with the Americans with Disabilities Act) if:

• it is shared between multiple incumbents in the job; or
• it could be performed by an employee in another job within the workgroup.

Note the responsibility number from the list in the “Duties and Responsibilities” section for those responsibilities that could be considered “non-essential” based on this definition.

Certain limited aspects of General Duties and Responsibilities items referenced in Section 1 (b) and (d) might be considered “non-essential” in a specific situation. Any request for accommodation must be reviewed on an “individual case” basis.

PHYSICAL AND SENSORY DEMANDS

Most jobs in the District have physical and sensory demands that can be described by one of the two categories noted below. For jobs that require more physical or sensory effort, please list the requirements in this section. The category applicable for this position is listed below.

OFFICE   Employees in this category are normally exposed to a typical environment. The employee has some control over the length of time sitting, standing, or ambulating. There are occasions that require the lifting or pulling of equipment or supplies, as well as bending, stooping, or stretching. There is frequent use of computers, telephone, and other standard office equipment, which includes reading, listening, writing, or speaking. There are few exceptional physical or sensory demands.

EXCEPTIONAL PHYSICAL OR SENSORY DEMANDS

(Check any that apply to this job and complete the required information.)

[ x ]  Heavy lifting of up to ___15___ pounds

[  ]  Frequent climbing up to _______ feet, and/or working on building roofs.

[  ]  Exposure to heavy dust, dirt, chemical or paint fumes, or other airborne matter.

[X] Sitting or standing for extended periods with no control over rest periods.

 [ ] Other: