Job Details

Title: Administrative Assistant

Department: Project GO- Alternative Program

FLSA Status: Non-Exempt

Pay Band: K

Days/Hours: 230 Days/7.5 Hours a day

Applicant must have either a 2-year associate degree or higher, or 60 semester hours of college course work, or Gold Level WorkKeys, or WIN Readiness Assessment at Gold level.

General Statement of Job

Under occasional supervision, keeps records of financial transactions and performs secretarial duties of moderate variety and complexity to maintain effective and efficient office operations. Responsibilities include data entry, accounting, management of the front desk responsibilities and scheduling for events and meetings, all phone calls and students entering and exiting the building.

Reports to the Department Administrator

Specific Duties and Responsibilities

Essential Functions:

• Verifies, allocates, and posts details of business transactions to subsidiary accounts in journals or computer files from documents such as sales slips, invoices, receipts, check stubs, and computer printouts.
• Assists in budget prep as it relates to the overall budget based on state and federal funds.
• Ensures state and federal money is allocated correctly according to state and district guidelines.
• Maintains a report on state and federal funds to ensure the program is on budget for the fiscal year.
• Compiles a report to ensure spending is on track for ESL and Family Literacy grants.
• Summarizes details in separate ledgers or computer files and transfers data to general ledger.
• Reconciles and balances accounts and procurement cards.
• Compiles reports to show statistics such as cash receipts and expenditures, accounts payable and receivable, profit and loss, and other items pertinent to operation of business.
• Assists with in-service trainings and sessions for employees.
• Balances procurement cards and processes purchase orders.
• Faxes information and coordinates communication related to purchase orders.
• Composes and/or types memos, letters and reports for the signature of supervisor.
• Takes and transcribes dictation and/or meeting minutes.
• Performs receptionist duties by answering the telephone, screening callers, and greeting, announcing or routing visitors.
• Performs general clerical and secretarial functions, including but not limited to, typing, copying and filing documents, processing various forms and applications, collating materials, scheduling appointments and maintaining supervisor's calendar, maintaining records and files, processing mail, ordering supplies, etc.
• Performs any bookkeeping tasks associated with the specific position, including receiving, depositing and posting to accounts any funds receipted, and processing purchase orders and accounts payable.
• Receives and responds to inquiries and concerns from the public. Refers problems to appropriate staff person for resolution.
• Processes incoming and outgoing mail and distributes to employees.
• Attends and/or makes arrangements for meetings or special events as requested.
• Assists supervisor and other staff persons with special projects as assigned.
• Uses a computer to record and retrieve information and to prepare reports, documents, data reports, and correspondence. Updates and maintains database.
• Receives, reviews, prepares and/or submits various records and reports, including invoices, requisitions, change orders, travel forms, budget documents, expenditure request forms, payroll records, financial reports, meeting agendas and minutes, special and routine reports, inventory reports, memos, correspondence, etc.
• Operates a variety of equipment, such as a computer, email, Internet, printer, typewriter, copier, fax machine, scanner, recording equipment, binding machine, folding machine, paper shredder, audio-visual equipment, calculator, telephone, etc.
• Makes arrangements for office equipment maintenance and repair as needed.
• Coordinates, prepares and submits payroll monthly.
• Completes records to or through trial balance.
• Assists in scheduling students/classes as it relates to cost factors within the program.
• Organizes rewards, certificates, recognition for students with academic success.
• Attends and/or makes arrangements for meetings or special events as requested.
• Manages and maintains student permanent records including enrolling and withdrawing students, retrieving student transcripts, etc.
• Ensures records and data are up to date in regards to local program reviews from the State.
• Runs and maintains school marquee or bulletin boards to get information out to potential students and adults in the community.
• Uses a computer to record and retrieve information and to prepare reports, documents, data reports, and correspondence. Updates and maintains LACES database.
• Enters transcripts and entry point data of students that register for classes.
• Prepares and updates class rosters when new students register for the program.
• Communicates effectively with teachers about program attendance and retention.
• Prepares and shares database reports monthly from LACES.
• Interacts and communicates with various groups and individuals, such as the immediate supervisor, Superintendent, other District administrators and staff, school administrators and staff, co-workers, student aides, students, parents, outside government/business/community agencies, sales representatives, service/repair persons, and the general public.

Additional Duties:

Performs related duties as required.

Minimum Education and Training

Position requires Silver WorkKeys, WIN Readiness Assessment at Silver level or a 4-Year College Degree. Three to five years of secretarial experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities is also required. Must be able to type rapidly and accurately.

Minimum Qualifications and Standards Required

Physical Requirements:

Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, recording equipment, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of five to ten pounds.

Data Conception:

Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication:

Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.

Language Ability:

Requires the ability to read a variety of policies and procedures, computer manuals, financial documents, reference materials, etc. Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports, purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.

Intelligence:

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, and to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form. Requires the ability to learn and understand relatively complex principles and techniques, to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and to understand and implement basic office machinery functions.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.

Numerical Aptitude:

Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape, and visually read various information.

Motor Coordination:

Requires the ability to coordinate hands and eyes using office machinery.

Manual Dexterity:

Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:

Does not require the ability to differentiate colors and shades of color.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.

Physical Communication:

Requires the ability to talk and/or hear with talking defined as expressing or exchanging ideas by means of spoken words and hearing being defined as perceiving nature of sounds by ear.

Work Environment:

The noise level in the work environment is usually moderate. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

All candidates must be able to pass an extensive background investigation before being hired.

The School District of Pickens County does not discriminate for reasons of age, race, sex, handicap, national origin, or religion in its communications with students, employees, the community, applicants for employment, events, or for access to its services.