Special Education Administrative Assistant

4 weeks ago

Oakland, United States AIMS K-12 College Prep District Full time

JOB GOALS:
The job goal of an Administrative Assistant is to provide high-level administrative and organizational support to the Director of Schools. This includes managing the daily needs of the site leaders, such as handling correspondence, scheduling meetings, organizing files, and taking notes during meetings. Furthermore, they are responsible for providing proactive strategic solutions to improve overall operational effectiveness. Administrative Assistants must be well-versed in prioritizing tasks and have the communication and problem-solving skills necessary to help educational leaders streamline their day-to-day responsibilities. They must also have an understanding of the district’s goals in order to anticipate the needs of educational leaders while keeping them informed about important developments that may affect their decisions. Administrative Assistants should possess excellent computer skills as well as a personal commitment to maintaining a high level of professionalism while working with highly confidential materials.

RESPONSIBILITIES:

- Coordinates travel arrangements for the Educational leaders
- Assist educational leaders with field trips and school events coordination and planning
- Handles confidential documents for the Educational leaders’ review and signature
- Responsible for composing and preparing all correspondences on behalf of the Educational leaders
- Maintains a professional image by providing a positive first impression when answering calls from internal and external sources
- Manages special projects for the Educational leaders as needed, including researching potential opportunities, coordinating events, or screening potential business partners
- Proactively manages competing priorities while remaining organized in a fast-paced environment
- Acts as liaison between the Educational leaders and other departments within the organization
- Manages incoming inquiries from both internal staff and external contacts with professionalism
- Assists educational leaders in preparing and submitting time records and reports of teacher and classified employee absences when necessary;
- Updates and manages purchase orders, inventory, invoices, bills, and expenses within the district PO system.
- Assist with the use of reports and submission in all other applicable systems that educational leaders will be engaging in.
- All other duties as assigned

QUALIFICATIONS:

- 3 letters of recommendation
- AA degree or 2-3 years of relatable experience in a similar position
- Valid CA driver’s license
- FBI/DOJ clearance
- TB clearance

KNOWLEDGE AND ABILITIES:

- Prioritize workload, recognizing legal and policy implications of decisions
- Manage incoming inquiries from both internal staff and external contacts with professionalism
- Knowledge of office administration operations, including organizing documents and efficiently managing filing systems
- Ability to clearly and professionally communicate both verbally and in writing with executive personnel, other staff members, vendors, and outside contacts
- Ability to create complex reports accurately and efficiently from large datasets
- High degree of accuracy and attention to detail when performing tasks
- Demonstrated organizational skills with the ability to prioritize multiple projects while meeting all deadlines
- Proven track record of effectively working both independently and as part of a team
- Modern office practices, procedures, and equipment as well as correct spelling and punctuation; telephone techniques; and appropriate dress for the office
- Effectively handle a variety of simultaneous functions in a multi-operational department
- Ability to meet the driving and transportation requirements.
- Analyze situations carefully and adopt effective courses of action
- Establish and maintain effective working relationships with staff and the general public
- Work effectively with constant interruptions

PHYSICAL ACTIVITY REQUIREMENTS:
Work Position (Percentage of Time):
Standing: 15 Walking: 15 Sitting: 70
Body Movement (Frequency): 4
None (0) Limited (1) Occasional (2) Frequent (3) Very Frequent (4)
Lifting (lbs.): 50 Lifting: 2 Bending: 3
Pushing and/or Pulling Loads: 2 Reaching Overhead: 2 Kneeling or Squatting: 2
Climbing Ladders: 1 Climbing Stairs: 4

NON-DISCRIMINATION: AIMS College Prep Charter District does not discriminate on the basis of race, color, religion, gender, marital status, ancestry, political affiliation, age, sexual orientation, disability, medical condition, national origin, or mental or physical handicap in any of its policies or procedures related to admissions, employment, educational services, programs or activities.

Effective:
Board Approved: Pending

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