Administrative Assistant

2 weeks ago

Gilbert, United States Gilbert Public Schools Full time

JobID: 15485

**Position Type**:
Support Staff (Non-Classroom)/Administrative Assistant**Date Posted**:
6/20/2024**Location**:
District Office - Title I**Date Available**:
07/01/2024**Closing Date**:
07/22/2024**Position Length**: 12 Month Short
**Job Grade**:114
**Hourly Rate**: $20.33 and up depending on experience
**Hours Per Day**:8

**Fingerprint Clearance Card**:Must have a Level One IVP Fingerprint Clearance Card prior to processing**. **Please Click Here.**

**Administrative Assistant**

**Purpose Statement**
The job of Administrative Assistant is done for the purpose/s of providing secretarial support to the assigned Administrator; acting as liaison between the Administrator and other parties; and monitoring assigned programs and/or projects.
**Essential Functions**
- Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions (sign in sheets, meeting minutes/notes, etc.).
- Compiles data from a variety of sources (e.g. School/student information systems, handbooks, fee schedules, etc.) for the purpose of complying with financial, legal and/or administrative requirements of Title I/Federally funded programs.
- Organizes a variety of activities (e.g. meetings, schedules, calendars, workshops, trainings, summer school, intersession) for the purpose of maintaining efficiency of department/program operations and/or delivering services in conformance with established guidelines and the rules around Title I/Federally funded programs.
- Evaluates situations and events (e.g. involving other staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
- Maintains a variety of documents, files and records (manual and computer) (e.g. personnel records, statistical/financial reports, schedules, contracts, record archives, budget, requisitions, pay rolls, vendor catalogs, eligibility information, emergency packets, etc.) For the purpose of providing up-to-date reference trail, availability of information as needed and ensuring confidentiality.
- Monitors assigned site activities and/or program components (e.g. Budget, time sheets, mail handling, etc.) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative and Federal Title I requirements.
- Performs record keeping (confidential and non-confidential) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting assigned administrators with necessary materials.
- Prepares a variety of written materials (e.g. Correspondence, agendas, minutes, lists, reports, memos, invoices, contracts, handbooks, reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information in accordance with Federally funded programs.
- Processes documents and materials (e.g. employment verifications, employee action requests, leave, resignations, retirements, salary calculations, purchase orders, reimbursements, entry fees, etc.) for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
- Records data into the financial system as administrator requires for the purpose of providing an up-to-date reference trail and ensuring compliance with established regulations.
- Researches a wide variety of topics (e.g. Current practices, policies, education codes, etc.) For the purpose of providing information for addressing a variety of administrative requirements related to Title I/Federally funded programs.
- Responds to inquiries from a variety of internal and external parties (e.g. staff, students, ADE, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
- Supports assigned administrative personnel for the purpose of providing assistance with administrative functions.

**Other Functions**
- Assists other personnel for the purpose of supporting them in the completion of their work activities.

**Minimum Qualifications**
**Mental Requirements**
**Learning Development
**Problem Solving - Level 2** Work situations require consideration and interpretation of circumstances or information to choose the most effective responses. Solutions may be somewhat technical, yet are relatively straightforward, obvious and well-defined once problems are understood. Responses come from the realm of prior learning and experiences
**Physical Requirements**
**Physical Skill - Level B** Some learned physical skill is required. Certain coordinated finger, limb, or body movements must be performed in the course of regular work routines. These can usually be learned and competency developed on the job over a relatively short period of time.
**Physical Effort - Level 1** Minimal physical exertion is required. Most job time is spent sitting with occasional walking. Occasion

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