Skills, Knowledge, and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: administering first aid; budgeting and cost control; customer service; effective listening; guiding others; interpersonal aptitude; managing projects/programs; monitoring activities; office practices; planning; problem-solving; and recordkeeping.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: age appropriate activities/behaviors; bookkeeping/accounting practices; codes/laws/rules/regulations/policies; English grammar/punctuation/ spelling/vocabulary; office equipment/software; MS Office; and office practices.

ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize specific, job-related equipment. Problem-solving is required to identify issues and create action plans. Problem-solving with data requires independent interpretation of guidelines; and problem-solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adaptability/flexibility; communication with persons of diverse backgrounds/knowledge/skills; confidentiality; dealing with frequent interruptions; decision making; detail-oriented; meeting schedules/deadlines; multi-tasking; organizing; prioritization; reliability; and teamwork.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; operating within a defined budget. There is a continual opportunity to have some impact on the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity. Generally, the job requires 70% sitting, 10% walking, and 20% standing. The job is performed under conditions with exposure to the risk of injury and/or illness. 

The job of Admin Sec 6 / K-12 is done for the purpose/s of providing confidential administrative and secretarial support to assigned administrator(s); coordinating activities and appointments of assigned administrator(s); interacting with employees, students, and patrons; creating, maintaining, and distributing a variety of electronic and print documents; and providing information, recommendations and/or direction as requested by the assigned administrator.

This job reports to the Principal

Essential Functions

Compiles data from a variety of sources (e.g. staff attendance, substitute invoices, specialized reports, personnel records, etc.) for the purpose of complying with financial, legal, and/or administrative requirements.

Coordinates a variety of projects, functions, and/or program components (e.g. meetings, employment interviews, graduations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.

Maintains manual and electronic documents files and records (e.g. web calendar, staff attendance, graduation information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

Monitors students referred for illness or disciplinary action for the purpose of ensuring their safety and welfare and maintaining a secure office environment.

Monitors a variety of activities on behalf of the assigned Administrator (e.g. appointments, meetings, trainings, etc.) for the purpose of coordinating with the Principal's schedule and achieving goals and meeting target dates.

Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.

Prepares a variety of documents (e.g. faculty handbook, agendas, minutes, event programs, newspapers, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.

Prepares for a variety of events, (e.g. Back to School faculty in-service, faculty luncheons, meetings, graduation, etc.) for the purpose of ensuring the success of these events.

Presents information on administrative procedures (e.g. department/program policies, fee waivers, graduation information, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.

Processes documents and materials (e.g. fee waivers, time sheets, work orders, requisitions, substitute invoices, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

Procures supplies and materials for the purpose of maintaining the availability of required items.

Represents assigned Administrator/s in his/her absence for the purpose of conveying and/or gathering information required for their function

Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.

Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties.

Supports assigned administrative personnel for the purpose of providing 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.