Hybrid Administrative Assistant II -Director presso Suffolk Public Schools

GENERAL DEFINITION AND CONDITIONS OF WORK

Performs intermediate skilled clerical and responsible administrative work performing a variety of secretarial and clerical tasks in an office environment; does related work as required.  Work is performed under the regular supervision of an assistant superintendent, department director and/or program coordinator.
 

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects, and some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires climbing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.
 

ESSENTIAL FUNCTIONS/TYPICAL TASKS

This position description is not intended to be an exhaustive list of all duties, knowledge or skills associated with 

• Serving as confidential secretary to a school division executive such as an assistant superintendent, coordinator or department director; processing incoming mail, telephone calls and visitors; preparing and maintaining detailed and complex records and files.

• Types from rough draft, copy marginal notes or verbal instruction, transcribes minutes of meetings, correspondence, memoranda, agendas, reports and other materials;

• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards;

• Serves as receptionist; answers telephone and dispatches messages;

• Maintains appointment calendar; schedules appointments/meetings; 

• Schedules and prepares documents for employee interviews

• Interviews visitors and refers to proper authority for disposition;

• Prepares, secures approval and issues purchase orders; orders materials and supplies;

• Verifies and processes invoices; assigns account numbers; balances vendor statements; 

• Processes time sheets; reviews leave forms;

• Receives receipts and accounts for funds; 

• Collects and prepares data for records and reports; completes various forms required by the state;

• Maintains personnel records;

• Handles a variety of confidential matters regarding departmental issues or personnel;

• Assists with the preparation of departmental budget; maintains departmental financial records;

• Prepares documents for publication;

• Operates standard office, word processing and data entry equipment;

• Prepare, collect, and coordinate all documentation related to staff recognitions

• Schedule and organize employee banquets

• Schedule and organize job fairs

• Schedule and prepare for recruiting activities

• Performs related tasks as required.

Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.
 

KNOWLEDGE, SKILLS AND ABILITIES
 

Comprehensive knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of departmental programs and policies; ability to type, take and transcribe dictation accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to meet the public effectively; ability to operate a variety of office equipment; skill in the use of data and word processing equipment; ability to establish and maintain effective working relationships with associates, students and the general public; ability to follow oral and written instructions.
 

EDUCATION AND EXPERIENCE
 

Any combination of education and experience equivalent to graduation from high school including or supplemented by courses in office procedures and considerable clerical and secretarial experience.
 

FLSA STATUS
 

Non-exempt
 

AA/EOE STATEMENT
 

This employer does not knowingly discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, or national origin.
 

JOB REVISION INFORMATION
 

Revised: 1/2024
 

Created: