Administrative Assistant

1 day ago

Gilbert, United States Gilbert Unified School District 41 Full time
Position Type:
Support Staff (Non-Classroom)/Administrative Assistant

Date Posted:
11/13/2024

Location:
South Valley Junior High

Date Available:
01/27/25

Closing Date:
01/27/25 Position Length: 11 Month

Job Grade: 114

Hourly Rate: $20.54 and up depending on experience

Hours Per Day: 8

Application Procedure: Apply online

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.
  • Compiles data from a variety of sources (e.g. master schedules, handbooks, fee schedules, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
  • Coordinates a variety of programs and activities (e.g. meetings, schedules, appointments, calendars, workshops, luncheons, travel, game security, team physicals, etc.) for the purpose of maintaining efficiency of department/program operations and/or delivering services in conformance with established guidelines.
  • 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.
  • Maintains documents, files and records (confidential and non-confidential) for the purpose of providing up-to-date reference and audit trail for compliance.
  • Monitors assigned site activities and/or program components (e.g. Budget, time sheets, mail handling, petty cash fund, etc.) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative 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 an assigned administrator with necessary materials.
  • Prepares a variety of written materials (e.g. Correspondence, agendas, minutes, lists, reports, memos, payroll, invoices, contracts, handbooks, reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
  • Processes documents and materials (e.g. employment verifications, employee action requests, leave, resignations, retirements, salary calculations, purchase orders, new athletic equipment requests, 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.
  • Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, 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- Level C Sufficient to read and write technical instruction, understand standardized methods, operate specialized and varied equipment, perform standard mathematical applications. Learning development involves the equivalent of some technical or vocational training beyond high school, often resulting in a certification.
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. Occasional lifting, guiding, and carrying of lightweight materials or equipment.
Social Requirements
Human Relations Skill- Level A Job requires ordinary conversational skills and courtesy to exchange Routine information, provide routine assistance, and/or help maintain harmony among work associates.
Scope of Contacts - Level 2 Interpersonal contacts extend to peers in other work groups, or to clients/customers who speak the language, either within or outside the organization. interactions with higher levels of authority beyond immediate supervisor must be conducted on an intermittent basis.
Work Environment
Performance Environment - Level B Work pressure, disturbances of work flow, and/or irregularities in work schedule are expected and occur on an intermittent basis. Changes in the performance environment require occasional upgrading of skills.
Physical Working Conditions - Level 1 Generally good working conditions. Little or no exposure to extremes in noise, temperature, etc. little or no exposure to safety or health hazards.
Accountability
Level of Accountability -Level B Responsible for producing journey-level work output on an independent basis subject to supervisory direction and review.
Organizational Impact - Level 2 Work results impact the accuracy, reliability, and acceptability of further results beyond the immediate work section. work results are noticeable and represent a portion of, or support product or service received by the customer or general public.

Experience, Education, and Certifications
Experience: Job related experience with increasing levels of responsibility is desired.
Education: High School diploma or equivalent.
Certifications/Clearances: Must possess a valid Arizona DPS Level One IVP Fingerprint Clearance Card while employed.

Compensation Details
FLSA Status: Non Exempt
Pay Schedule: Hourly - Grade 114
Work Calendar: Support 11 Month, 12 Month Short, or 12 Month Long

Non Discrimination Statement
Gilbert Unified School District does not discriminate on the basis of race, color, religion, national origin, ethnicity, sexual orientation, sex, (including pregnancy and other related conditions), gender identity, gender expression, genetic information, age (over 40), parental status, or disability in admission to its programs, services, or activities, in access to them, in treatment of individuals, or in any aspect of their operations. The District provides equal access to the Boy Scouts and other designated youth groups pursuant to the Boy Scouts of America Equal Access Act. The lack of English language skills shall not be a barrier to admission or participation in the District's activities and programs. The Gilbert Unified School District also does not discriminate in its hiring or employment practices.
This notice is provided as required by Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and the Americans with Disabilities Act of 1990.
Inquiries about Title IX may be referred to the Title IX Coordinator, the U.S. Department of Education's Office for Civil Rights or both. The nondiscrimination policy and grievance procedures are located on the Gilbert Public Schools website.

Attachment(s):
  • Administrative Assistant.pdf

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