Job Description

Administrative Assistant - ECS Red Bluff

Shasta County Office of Education is located in beautiful Northern California on the Sacramento River, near Shasta Lake, Whiskeytown Lake, Mt. Shasta, Mt. Lassen, and many other natural wonders. The mission is to provide a quality education prepared for high school graduation and success in career and college.

Position Overview

Purpose: Perform a variety of complex and responsible secretarial and clerical duties in support of an assigned department/program or school site; assist the administrator with administrative matters requiring knowledge of department procedures and related County Office of Education policies; and plan, organize and coordinate office activities and communications.

Essential Functions

• Communicates with personnel, administrators, school districts, outside agencies, governmental organizations, students, parents and the public to provide community and educational resources.
• Compiles and verifies data and information from a variety of sources to assure accuracy and completeness in compliance with financial, legal and/or administrative requirements.
• Coordinates a variety of projects, functions and/or program components (meetings, in-service events, travel, website, independent contracts for presenters, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Greets individuals such as staff, administrators, parents, students, and the public to provide assistance, respond to inquiries, resolve issues and/or direct individuals to appropriate location in accordance with established building security procedures.
• Initiates and receives telephone calls and/or two?way radio messages for the purpose of screening calls, relaying messages, transferring calls, responding to inquiries and resolving issues.
• Maintains a wide variety of records, logs and reports related to programs, projects, students, financial activity, personnel attendance, meeting and assigned duties for the purpose of providing up?to?date information to authorized personnel and outside agencies as appropriate and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors work areas of office personnel for the purpose of maintaining a clean working environment for the office.
• Participates in a variety of meetings, workshops, and/or trainings (Advisory Council, interagency meetings, monthly safety meetings, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Performs a variety of clerical accounting duties as assigned (preparing and processing invoices and requisitions, researching grants, processing time sheets, submitting insurance claims, receiving monies from training registrations, etc.) for the purpose of assisting in maintaining designated budgets as assigned and monitoring expenditures to assure compliance with established limitations and accounting procedures.
• Prepares a variety of documents independently or from note or rough draft or oral instruction (forms, letters, memoranda, agenda items, minutes, contracts, manuals, brochures, reports, certificates, flyers, advertisements, lists, notices, requests, newsletters, training materials, budget reports, conference requests, agreements, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Responds to a variety of emergency situations (accidents, injuries, bus equipment failures, staff absences/illnesses, disruptive student behaviors, etc.) for the purpose of taking the appropriate action to calmly diffuse adverse situations and resolve immediate safety and/or security concerns.
• Schedules a wide variety of activities (appointments, meetings, activity schedules, calendars, special events, travel reservations/accommodations, conferences, facility usage, vendors, caterers, presenters, etc.) for the purpose of making necessary arrangements for assigned administrator or departmental staff.
• Serves as a resource to a variety of internal and external parties (social workers, school district liaisons, caregivers in the Homeless and Foster Youth Programs, parents, students, public agencies, presenters, insurance agents, contract vendors, etc.) for the purpose of providing technical information related to department/program or site operations and related standards, programs, requirements, laws, rules, regulations, policies and procedures.
• Supports other department or school site administrators, staff, and faculty as required for the purpose of providing secretarial assistance with their functions and responsibilities.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements

• Minimum Qualifications: High school diploma or equivalent; three years of increasingly responsible secretarial or clerical experience (preferred).
• Skills, Knowledge and Abilities: Operating standard office equipment, oral and written communication, preparing and maintaining accurate records, basic math, reading manuals, solving practical problems, business telephone etiquette, office practices, codes/laws/rules/regulations/policies, current office equipment, recordkeeping and record retention practices.
• Abilities: Scheduling activities, meetings, and/or events; gathering and collating data; using basic, job?related equipment; flexibility; problem solving; working with diverse individuals; maintaining confidentiality; establishing effective working relationships; working as part of a team; and handling frequent interruptions.
• Responsibility: Working under limited supervision following standardized practices; leading, guiding, and/or coordinating others; tracking budget expenditures; utilizing resources from other work units; and continually impacting the organizations services.

Working Environment & Physical Demands

Occasional lifting, carrying, pushing, pulling, some climbing and balancing, stooping, kneeling, crouching, crawling, and significant fine finger dexterity. Generally the job requires 60% sitting, 25% walking, and 15% standing. The job is performed in a generally clean and healthy environment.

Required Testing & Clearances

Performance Testing, Continuing Education, Department of Justice & FBI LiveScan Clearance, Pre?Placement Health Assessment, Tuberculosis Risk Assessment Clearance, FLSA Status Approval.

Application Procedure

• Submit a completed online application via EDJOIN.
• Submit a Letter of Introduction stating educational background and experience as it relates to this position.
• Submit a current resume.
• Submit 2 Letters of Recommendation (current within 5 years, optional).

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