BASIC FUNCTION:
Under direction of an assigned supervisor, perform a variety of complex administrative support duties to relieve the administrator of administrative and clerical duties; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator; prepare and maintain a variety of manual and automated records and reports related to assigned activities.
DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant III classification provides primary and complex administrative support to a large District-wide program or multiple District-wide programs of a complex nature. Incumbents require thorough knowledge of organizational operations, policies and procedures and assigned department or programs.
The Administrative Assistant II classification performs varied and responsible administrative assistant duties requiring thorough understanding of a program or functional area. Incumbents provide primary administrative support to a manager of a large program or director of a small department.
The Administrative Assistant I classification provides primary support to a manager of a program or secondary support to higher-level administrators.
REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:
• Perform a variety of complex administrative duties to relieve the administrator of administrative and clerical duties; plan, coordinate and organize office activities and coordinate flow of communications and information; assure smooth and efficient office operations; assure related functions comply with established laws, rules, regulations, policies and procedures
• Serve as primary administrative support to the assigned administrator; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events
?
• Receive visitors, including administrators, staff, and the public; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator as needed; provide technical information and assistance related to program or operations and related laws, rules, regulations, policies and procedures
• Compile information and prepare and maintain a variety of records, logs and reports related to programs, students, attendance, staff, projects and assigned duties; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents
• Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data and generate various computerized lists and reports as requested; assure accuracy of input and output data
• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, fliers, requisitions, handbooks, newsletters, brochures, certificates, contracts and other materials; format materials to meet program and office needs
• Research, compile and verify a variety of data and information; compute statistical information for various federal, State and local reports as necessary; identify and resolve a variety of financial and statistical discrepancies; assure mandated reports are completed and submitted to appropriate agency according to established time lines
• Distribute, collect, process and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed; assist with the preparation, processing and maintenance of grant information, records and related materials as assigned
• Coordinate, schedule and attend a variety of meetings, workshops and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; organize and review documents for the Board; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed
• Perform a variety of clerical accounting duties as assigned; monitor funds for income and expenditures; assure expenditures to do not exceed established budget limitations; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets; assist with budget development and preparation; maintain financial and statistical records and files; create budget transfers for approval
• Train and provide work direction and guidance to designated clerical personnel as assigned; provide input concerning employee interviews and evaluations as requested
• Perform special projects and prepare various forms and reports on behalf of the assigned administrator; attend to administrative details on special matters as assigned
• Communicate with personnel and various outside agencies to exchange information, request and provide materials, coordinate activities and resolve issues or concerns
• Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software; arrange for equipment repairs as required
• Receive, open, sort, screen and distribute incoming mail; receive and respond to e-mails; compose replies independently or from oral direction; prepare and distribute informational packets and bulk mailings
• Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; process reimbursement claims; reserve facilities and equipment for meetings and other events as needed
• Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory as required; prepare, process and code purchase orders and invoices as assigned; arrange for billings and payments as directed
• Receive and process invoices according to established procedures; verify work completed or materials received; obtain management approval for payment
KNOWLEDGE OF:
Organizational operations, policies and objectives
Policies and objectives of assigned programs and activities
Applicable laws, codes, regulations, policies and procedures
Record-keeping and filing techniques
Business letter and report writing, editing and proofreading
Telephone techniques and etiquette
Methods, procedures and terminology used in clerical accounting work
Modern office practices, procedures and equipment
Correct English usage, grammar, spelling, punctuation and vocabulary
Interpersonal skills using tact, patience and professionalism
Operation of a computer and assigned software
Oral and written communication skills
Record retrieval and storage systems
Basic public relations techniques
Mathematic calculations
ABILITY TO:
Perform a variety of complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail
Plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator
Assure smooth and efficient office operations
Interpret, apply and explain laws, codes, rules, regulations, policies and procedures
Compile and prepare comprehensive reports concerning a broad spectrum of subject matter
Compose effective correspondence independently
Perform a variety of clerical accounting duties in support of assigned department or program
Keyboard or input data at an acceptable rate of speed
Answer telephones and greet the public professionally
Complete work with many interruptions
Maintain a variety of records, logs and files
Utilize a computer to input data, maintain automated records and generate computerized reports
Establish and maintain cooperative and effective working relationships with others
Meet schedules and time lines
Work independently with little direction
Communicate effectively both orally and in writing
Determine appropriate action within clearly defined guidelines
Add, subtract, multiply and divide with speed and accuracy
EXAMINATION INFORMATION:
The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed.
The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience/education (T&E) and/or any combination thereof.
ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test.
All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment.
All candidates must pass the first examination process to be invited to the next step/test in the process.
As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes.
Qualified candidates will be notified of the date, time, and place of the examination(s)/test(s).
Candidates will be notified of the minimum pass points/test score for each examination and/or test in the examination process.
OTHER: Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment.
SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on anniversary date.
Notification of Non-Discrimination Policy
The Berkeley Unified School District is committed to fostering a positive working environment for its employees. Accordingly, BUSD practices shall be free from discrimination, harassment, intimidation and bullying of any employee based on an employee's actual race, color, ancestry, national origin, ethnic group identification, age, religion, marital status, physical or mental disability, sex, sexual orientation, gender, gender identity, or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.
The Board also prohibits retaliation against any district employee or job applicant who complains, testi?es or in any way participates in the district's complaint procedures instituted pursuant to this policy.
The following employee has been designated to handle questions and complaints of alleged discrimination regarding Board Policy 4030:
Compliance Officer and Title IX Coordinator
2020 Bonar Street, Room 116
Berkeley, CA 94702
Phone: 510-486-9338
Email: nondiscrimination@berkeley.net
