Administrative Assistant III (Secretary to Division Directors)

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The Muscogee County School District has up to 6,000 employees from all backgrounds. We offer opportunities for everyone including support personnel, teachers, leaders, tradespeople, and much more.

Join the Muscogee County School District in “Creating We” in an environment that values the unique experiences and perspectives each of us bring to our community.

WE recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If your experience is close to what you see listed here, please consider applying. Diversity of experience and skills combined with passion is a key to innovation and excellence. Therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require accommodations during the interview process.

POSITION TITLE:

Administrative Assistant III

FLSA:

Non-Exempt

SALARY:

$16.74 hourly

WORK DAYS:

240

LOCATION:

Human Resources/Muscogee County Public Educaiton Center (MCPEC)

REPORTS TO:

Senior Director of Human Resources

Primary Function: The job of Administrative Assistant III (Secretary to Division Directors) is done for the purpose/s of providing a wide variety of complex and confidential administrative, secretarial, and accounting/bookkeeping support to assigned administrator; communicating information on behalf of administrator to school and district staff, other districts, public agencies, etc.; ensuring compliance of department/program activities with financial, legal and administrative requirements; and acting as liaison between the Administrator and other parties, providing information, addressing issues and/or providing general support.

REQUIREMENTS:

1. Educational Level:

High School Diploma/GED

2. Requirements:

Additional testing for selected candidates may be required.

3. Experience:

Minimum one year of clerical experience or equivalent technical/business certificate.

4. Physical Activities:

Routine physical activities that are required to fulfill job responsibilities

5. Knowledge, Skills, & Abilities:

Written and oral communication; adapts to changing work priorities; ability to problem solve; typing; computer; MS Office

ESSENTIAL DUTIES:

1.

Demonstrates prompt and regular attendance.

2.

Assists in budget preparation and maintenance of financial records for multiple budgets of local, state, and federal grant funds, including cross-checking against the school district's budget software creating budget adjustments, and requesting journal entries, when required for the purpose of ensuring financial compliance with department/program requirements and maintaining accurate records and balances.

3.

Compiles data from a variety of sources (e.g. agenda items, payroll, budget, etc.) for the purpose of complying with financial, legal and/or administrative requirements.

4.

Composes documents (e.g. standardized correspondence, calendars, event programs, bulletins, etc.) for the purpose of documenting events, providing and/or requesting information.

5.

Coordinates a variety of programs and/or activities (e.g. task assignments, meetings, site in-service day activities, workshops, awards programs, travel and accommodations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in compliance with established guidelines.

6.

Evaluates situations (e.g. involving staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

7.

Maintains inventories of fixed assets, supplies and materials for the purpose of maintaining compliance with state and federal guidelines and ensuring availability of items needed for the work unit.

8.

Manages and processes payroll and monitors leave requests and substitute teacher assignments for the purpose of ensuring accurate compensation and record keeping.

9.

Monitors assigned district activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.

10.

Monitors a wide variety of activities on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.

11.

Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.

12.

Presents information on administrative procedures, services, regulations, etc. for the purpose of training and orienting other personnel and/or disseminating information to appropriate parties.

13.

Processes documents and materials (e.g. maintains files and records to provide up-to-date reference and audit trails; fuel report reconciliation; credit card transactions; travel related documents, etc.) for the purpose of disseminating information to appropriate parties.

14.

Researches a variety of information (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.

15.

Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, JROTC, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

16.

Schedules a variety of activities (e.g. meetings, travel arrangements, staff coverage, facilities usage, interviews, etc.) for the purpose of assisting in meeting staff needs and efficient utilization of personnel, equipment and facilities.

17.

Supports assigned administrative personnel (e.g. attends professional meetings to ensure compliance with current regulations and practices, etc.) for the purpose of providing assistance with their administrative functions.

18.

Performs other related duties, as assigned, for the purpose of ensuring the efficient, effective functioning of the work unit.

The Muscogee County School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), national origin, disability, genetic information, protected veteran status, or any other characteristic protected by federal, state or local laws.

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