Administrative Assistant
Full Time
Winston-Salem, NC
$3,021 a month
Posted Today
Job description
FUNCTIONAL PURPOSE
An employee in this class performs administrative level secretarial or office assistant functions in the central office or auxiliary area; or handling a specialized function in department such as accounting, purchasing, personnel, transportation, maintenance, or other administrative area. Work requires a broader understanding of the entire school system, with more detailed knowledge of the functions, policies, processes, and procedures of the unit and work activities. Unusual situations or precedent setting situations are referred to a higher-level supervisor. Work is supervised by a higher-level professional level supervisor or director and is reviewed through observation, review of work performed, and conferences.
DUTIES AND RESPONSIBILITIES:
PHYSICAL WORK DEMANDS:
PHYSICAL
ACTIVITY
FREQUENCY
C - Constant
F - Frequent
O - Occasional
I - Infrequent
NR - Not Required
PHYSICAL
ACTIVITY
FREQUENCY
C - Constant
F - Frequent
O - Occasional
I - Infrequent
NR - Not Required
Climbing/Balancing
I
Lifting/Carrying
O up to 20 lbs.
Crawling/Kneeling
I
Grasping/Twisting
C
Walking
F
Reaching
C
Running
I
Pushing/Pulling
O
Standing
F
Fingering/Typing
F
Sitting
C
Driving
I requires driving car between sites
Bending/Stooping
O
Others:
In compliance with Federal Law, Winston-Salem/Forsyth County Schools administers all education programs, employment activities and admissions without discrimination against any person on the basis of sex, race, color, religion, national origin, age, or disability.
An employee in this class performs administrative level secretarial or office assistant functions in the central office or auxiliary area; or handling a specialized function in department such as accounting, purchasing, personnel, transportation, maintenance, or other administrative area. Work requires a broader understanding of the entire school system, with more detailed knowledge of the functions, policies, processes, and procedures of the unit and work activities. Unusual situations or precedent setting situations are referred to a higher-level supervisor. Work is supervised by a higher-level professional level supervisor or director and is reviewed through observation, review of work performed, and conferences.
DUTIES AND RESPONSIBILITIES:
- Types letters, memorandums, agendas, minutes, special reports, narrative summaries, and other materials for administrative staff; composes some of correspondence based on knowledge of established programs, policies, and procedures; uses computer to perform these tasks.
- Coordinates a variety of requests for services and time of administrators in the unit assigned; independently sets and arranges these schedules; confirms with staff; prepares agendas and supporting materials, based on general guidelines and directions.
- Answers telephone and greets visitors to the office; handles some requests for information; routes persons to the appropriate office or persons; takes and receives messages for staff; often coordinates the return of calls by gathering the information.
- necessary to answer the request; follows up on all action requested.
- Orders materials, places work orders, processes invoices, maintains inventory of materials and supplies; files expenses reports and travel forms for staff; coordinates review of expense, travel, and leave forms from lower-level units and approves, based on level of delegation from the supervisor.
- Retrieves information, compiles data, and types reports for the assigned unit.
- Maintains files and records management system for the assigned unit; independently reorganizes and purges as programs change and time frames change.
- Serves as payroll and personnel liaison for an administrative unit; maintains budget function at unit level.
- Drafts and edits preliminary materials on the program and school system, for newsletters, and other system publications.
- Handles some coordinative and program support functions with limited guidance from administrators, such as worker's compensation claims, furniture and equipment decisions and coordination with architects for new schools, diagnosis and coordination of telephone problems and operation of computer to change service requirements, managing and coordinating substitute teacher employment, handling of central staff development activities and budgets; coordinating a variety of school volunteer programs; and handling a variety of paraprofessional purchasing support duties and functions.
- Serves as a payroll assistant for a portion of the school system's personnel including data entry, compliance with policies and procedures, audit of pay journal, check distribution, handling a variety of inquiries regarding payroll, and making changes in
- deductions and payroll records and reports; processes refund checks and bills employees for overpaid amounts or payments of fringe benefits deductions.
- Serves as certification clerk for interpreting and applying the State rules and regulations for payment of teachers and other professionals based on their state certification levels; keeps current and informed on this rapidly changing area; answers and tracks forms and records for professional personnel in this area; maintains records to support the system; serves as liaison to the State certification staff.
- Serves as health benefits specialist; handles inquiries regarding complaints on benefits; researches and identifies methods for resolving; serves as contact with vendors for employees; maintains a variety of records on employees and their benefits programs; monitors and tracks a variety of leaves, benefits, and policies for the system or individual employees in the system; interprets a variety of rules and regulations for a wide scope of benefits programs.
- Coordinates work with other clerical support staff in the unit when workload needs adjustments or other clerical staff are absent.
- May serve as internal computer coordinator for the unit; serves as trouble shooter for other staff with computer problems; establishes special data base systems for record and report data collection; does some limited program manipulation of the computer.
- Performs related clerical and administrative support duties as required and assigned.
- Considerable knowledge of office practices, procedures, and methods.
- General knowledge of the office machines required of the assigned position: i.e., computer, communications system, copier, or other machines.
- If assigned to specialty area, considerable knowledge of work in that field such as purchasing, personnel, and payroll.
- General knowledge of laws, general statutes, rules and regulations in the areas to which assigned.
- Skill in office machine operations at the speed and level of accuracy as required by the position.
- Ability to have a variety of work tasks and options occurring at the same time and make sound judgmental decisions and choices in handling these work priorities independently and with limited guidance.
- Ability to independently coordinate schedules and meetings and make all necessary support arrangements from notification to agenda preparation to physical arrangements to general administrative and secretarial support.
- High degree of ability to adapt and assist in system changes; willingness to support change efforts in administrative support functions.
- Ability to handle automated work systems and willingness to keep current and updated in system changes and developments; willingness to provide input into system needs and changes.
- Ability to process work, forms, and materials involving numbers with a high degree of accuracy.
- Ability to plan and organize work to meet established deadlines and professional staff requirements.
- Ability to communicate professionally with parents, students, other administrators, the business and political community, and the public.
- Ability to develop and maintain effective working relationships with a variety of people and to be flexible in accepting a variety of job assignments.
- High School Diploma and four years of secretarial experience or Graduation from a two-year business school and two years of secretarial experience. Experience in a special field, such as payroll, personnel, purchasing, or other area; or an equivalent combination of education and experience.
PHYSICAL WORK DEMANDS:
PHYSICAL
ACTIVITY
FREQUENCY
C - Constant
F - Frequent
O - Occasional
I - Infrequent
NR - Not Required
PHYSICAL
ACTIVITY
FREQUENCY
C - Constant
F - Frequent
O - Occasional
I - Infrequent
NR - Not Required
Climbing/Balancing
I
Lifting/Carrying
O up to 20 lbs.
Crawling/Kneeling
I
Grasping/Twisting
C
Walking
F
Reaching
C
Running
I
Pushing/Pulling
O
Standing
F
Fingering/Typing
F
Sitting
C
Driving
I requires driving car between sites
Bending/Stooping
O
Others:
In compliance with Federal Law, Winston-Salem/Forsyth County Schools administers all education programs, employment activities and admissions without discrimination against any person on the basis of sex, race, color, religion, national origin, age, or disability.
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