Administrative Assistant - Maintenance Department en Catawba County Schools

CATAWBA COUNTY SCHOOLS JOB DESCRIPTION

JOB TITLE:  ADMINISTRATIVE ASSISTANT - MAINTENANCE DEPARTMENT 

FLSA STATUS__-NON-EXEMPT

SALARY: OFFICE SUPPORT - 6

 

GENERAL STATEMENT OF JOB

 

Under general supervision, performs skilled and responsible secretarial work in support of the Maintenance Department.  Assists the Director of Construction and Maintenance with a wide variety of office duties.  Reports to the Director of Construction and Maintenance. 

 

DUTIES AND RESPONSIBILITIES

 

ESSENTIAL JOB FUNCTIONS

 

Serves as personal and confidential secretary to the Director of Construction and Maintenance.

 

Maintains the Director’s appointments calendar; sets up meetings and conferences between the Director and school system personnel and outside agencies.

 

Uses general office machines such as copiers, calculators, computers, etc.

 

Screens office and telephone callers.

 

Responds to complaints and requests for information.

 

Updates a variety of information using a computer database.

 

Prepares purchase orders.

 

Processes invoices for payment.

 

Maintains accurate financial information in relation to line item expenditures versus budget and other such financial duties that may be assigned by the Director.

 

Organizes the purchase order file system for the department, maintains invoice procedures, and monitors travel requests and reimbursements for the department.

 

Maintains necessary payroll records as required by the Director.

 

Schedules and arranges transportation as required by the Director.

 

ADDITIONAL JOB FUNCTIONS

 

Assists in a variety of department operations; performs special projects and assignments as requested; and prepares reports.

 

Gathers, assembles and summarizes data and information.

 

Maintains files as required by the department. 

 

Participates in the duties related to the administration of an office.

 

Proofreads documents generated by the department.

 

Opens, sorts, and distributes incoming mail.

 

Recommends improvements in workflow, procedures and use of equipment and forms.

 

Performs other related duties as assigned by the Director.

 

MINIMUM TRAINING AND EXPERIENCE

 

Graduation from high school with preference given to an Associate's degree in secretarial science or office management with experience in an office setting preferred; or an equivalent combination of education, training and experience that provides the knowledge, skills and abilities required to perform the job functions.  

 

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

 

Physical Requirements:  Requires light physical work.  Must be able to lift mail and boxes up to ten pounds.  Must be able to sit at a computer for extended periods of time.

 

Interpersonal Communication:  Requires the ability to speak and/or signal people to convey or exchange information.  

 

Language Ability: Requires the ability to read simple to complex forms.  Requires the ability to prepare time sheets and supply requisitions using prescribed format.

 

Intelligence:  Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form.

 

Verbal Aptitude:  Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.  Must be able to communicate effectively and efficiently in standard English.

 

Numerical Aptitude:  Requires the ability to add, subtract, divide and multiply.

 

Motor Coordination:  Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

 

Interpersonal Temperament:  Requires the ability to deal with people beyond giving and receiving instructions.  Must be adaptable to performing under average levels of stress.

 

Physical Communications:  Requires the ability to talk, write and hear.

 

KNOWLEDGE, SKILLS AND ABILITIES

 

 Considerable ability to communicate effectively both orally and in writing.

 

Ability to reason, make judgments, and maintain effective working relationships with others in exercising discretion and action in the performance of assigned work.

 

Ability to utilize positive human relation skills with all staff.

 

Skills in operating a computer with word processing and spreadsheet applications.

 

Considerable knowledge of office practices and procedures.

 

Ability to compile and summarize information.

 

Ability to resolve problem situations with sound judgment.

 

Ability to demonstrate proper telephone etiquette.

 

Ability to maintain confidentiality in matters relating to the school system.

 

Ability to exercise independent judgment and initiative in completing work assignments.

 

Knowledge of business letter writing and memos.

 

Ability to compose correspondence independently.

 

Ability to work in the absence of supervision.

 

DISCLAIMER

 

This job description is designed to indicate the general nature and level of work performed by employees within the classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees in this job.  It is not a contract or guarantee of employment, salary or benefits.

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