ࡱ> vzu}O "$bjbj 4<{se{se" OOOOOcccc,4c1h0111111$36%1O%1OO:1"OO00+D-`$m|-&0P1017-n:7^:7L--:7O3/%1%14^1:7 : District Position Description  Position Title: Administrative Assistant Department: Business Services Reports To: Chief Financial Officer FLSA Status: Non-Exempt SUMMARY: Provides secretarial services, accurate file and record information and project assistance along with a variety of other tasks to enhance the smooth and efficient operation of the office of the Chief Financial Officer (CFO). Coordinates and communicates information between Business Services and other departments and/or schools. Communicates information to the South Carolina Department of Education (SCDE) and other governmental entities as directed by the CFO. Also, provides necessary image of the office to internal and external visitors. ESSENTIAL DUTIES AND RESPONSIBILITIES: Assists CFO with day-to-day operations Handles assignments requiring high speed and accuracy, while maintaining quality and quantity performance standards under pressure. Assists CFO with preparation and sorting of Excel documents. Assists in gathering information for the annual, external financial audit. Assumes responsibility of any special assignment deemed necessary by the CFO. Collects information for the annual Secretary of State filing. Composes letters and memos as instructed by CFO. Distributes correspondence, flyers and written communication. Edits and finalizes formatting of correspondences generated and sent by the CFO. Ensures that Business Services information is kept up-to-date on District website. Greets visitors, giving directions to meeting places and other information as necessary. Interacts with employees, other departments, and schools. Fields phone calls intended for the CFO and assisting callers to the extent possible when the CFOs involvement is not necessary. Maintains budgets for assigned accounts. Maintains calendar, schedules appointments, and secures meeting locations for the CFO. Helps coordinate Business Services meetings. Maintains confidentiality in all employee dealings. Maintains internal files for the CFO. Operates standard office equipment. Performs front desk receptionist duties on a rotating basis, as needed for back-up. Prepares and mails out-of-district and out-of-state tuition letters. Tracks receipts of out-of-district and out-of-state tuition. Types, prepares, distributes, files records/reports, correspondence, mailings, etc. related to department functions and needs. Performs other duties as may be assigned. JOB SPECIFICATIONS EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED) plus one year secretarial or office experience or training. Formal training in secretarial science is preferred. Overview of secretarial and communication services required in Educational Field. Such alternatives to the above qualifications as the Board may find appropriate and acceptable. CERTIFICATES, LICENSES, REGISTRATIONS: Not applicable SUPERVISORY RESPONSIBILITIES: Not applicable LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of district personnel or organizations. MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measurement, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs. REASONING ABILITY: Ability to interpret and apply common sense understanding in carrying out instructions furnished in written, oral, diagram or schedule form. Ability to analyze information and use logic to address work related issues and problems. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to quickly assess employee, departmental, and administrative needs and provide timely feedback. OTHER SKILLS and ABILITIES: Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to operate a personal computer and related software. Proficient with Excel, Word, and Powerpoint. Ability to communicate clearly and concisely, both orally and in writing, using proficient grammar and spelling rules. Ability to maintain effective relationships with the public, other staff members, and school employees. Ability to organize and implement a flexible work schedule in order to meet reporting deadlines. Ability to self-monitor and manage multiple tasks while working individually and with members of a group. Ability to submit all requested reports and documentation in a timely manner and in accordance to scheduled deadlines. The position requires meeting deadlines and interacting with faculty, staff, and administrators. Some extended hours and multiple demands are required of the employee with prior notice and approval by the supervisor, if hours extend beyond the work day. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee will occasionally lift and/or move up to 50 pounds such as boxes of materials. The employee will sometimes push/pull items such as furniture or boxes of materials. While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. Some driving is required. Frequent writing and use of technology are required. Occasionally the employee will type for long periods of time. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is situational and ranges from quiet to loud. Frequent interruptions and immediate attention to unexpected situations are expected. TERMS OF EMPLOYMENT: 12 months Clerk & Office Staff Pay Scale The terms of employment detailed in this job description are based on full time employment during the school year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year. EVALUATION: Performance of this job evaluated annually according to Board Policy. DISCLAIMER STATEMENT: The information contained in this job-description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. 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