Administrative Assistant II

Job Description:

Administrative Assistant II

Description

Basic Function and Representative Duties

BASIC FUNCTION:

Under the direction of an assigned supervisor, perform varied and responsible administrative support 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; prepare and maintain a variety of manual and automated records and reports related to assigned activities.

DISTINGUISHING CHARACTERISTICS:

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 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 I classification provides primary support to a manager of a program or secondary support to higher-level administrators.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:

• Perform varied and responsible administrative support duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information; assure smooth and efficient office operations

• 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 general information and assistance related to program or organizational 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, financial activity, budgets, attendance, staff, projects and assigned duties; organize and distribute work orders; 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 reports as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed

• 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; 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 in support of assigned program or office as assigned; monitor funds for income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required

• Receive and process invoices according to established procedures; verify work completed or materials received; obtain management approval for payment

• 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 and resolve issues or concerns

• Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software

• Receive, sort and distribute mail; receive and respond to e-mails; prepare and distribute informational packets and bulk mailings as directed

• Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; 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

OTHER DUTIES:

Perform related duties as assigned

Knowledge and Abilities

KNOWLEDGE OF:

Department or program organization, operations, policies and objectives

Policies and objectives of assigned programs and activities

Terminology, practices and procedures of assigned office

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

Data control procedures and data entry operations

Interpersonal skills using tact, patience and professionalism

Operation of a computer and assigned software

Oral and written communication skills

Methods of collecting and organizing data and information

Mathematic calculations

ABILITY TO:

Perform varied and responsible administrative support 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

Learn District operations, policies and objectives

Learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures

Compose correspondence and written materials independently or from oral instructions

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

Compile and verify data and prepare reports

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

Add, subtract, multiply and divide with speed and accuracy

Education, Experience and Other Requirements

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school supplemented by college level course work in secretarial science or related field and five years of clerical or administrative support experience involving frequent public contact

Working Conditions and Additional Information

ENVIRONMENT:

Office environment

Constant interruptions

PHYSICAL DEMANDS:

Hearing and speaking to exchange information in person or on the telephone

Dexterity of hands and fingers to operate a computer keyboard

Seeing to read a variety of materials

Sitting or standing for extended periods of time

Bending at the waist or kneeling to file and retrieve materials

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

SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown and increases are granted at intervals based on satisfactory service.

BENEFITS (FOR PERMANENT EMPLOYEES): Health plans provide for full coverage for employees and family in the area of medical and dental insurance to a negotiated maximum. All employees who work an average regular assignment of less than 5-1/2 hours a day (.72 FTE or less) shall be entitled to health insurance coverage and dental insurance coverage on a pro-rated basis. This position is covered by Social Security and may be eligible for California Public Employees Retirement System (CalPERS), with joint employee and employer paid contributions. Current members of CalPERS working in other California state, county, city, and school districts can transfer retirement service credit to the District. All employees are enrolled in an Employee Assistant Program (EAP). The District also offers various optional benefits including life insurance, short term disability, Vision Service Plan (VSP), and a medical and dependent care flexible spending option.

VACATION: Regular, non-management, District employees shall accrue vacation as follows:

1-3 Years: Ten (10) working days per year until he/she has completed four (4) years of service.

4-9 Years: Fifteen (15) working days per year until he/she has completed ten (10) years of service.

10-14 Years: Twenty (20) working days per year until he/she has completed fifteen (15) years of service.

15+ Years: Twenty-five (25) working days per year.

Regular twelve (12) month employees shall accrue two (2) additional days of vacation per year at each step indicated above.

HOLIDAYS: Annual employees receive seventeen (17) paid holidays per year:

Independence Day

Labor Day

Veterans' Day

Thanksgiving Holiday (3 Days)

Winter Board Holiday (3 Days)

New Year's Holiday (2 Days)

Martin Luther King's Birthday

Lincoln's Birthday

Washington's Birthday

Spring Board Holiday

Malcolm X's Birthday

Memorial Day

School Year employees may receive sixteen (16) paid holidays, including all of the above except Independence Day (4th of July).

PROFESSIONAL DEVELOPMENT: Classified employees may also participate in professional development activities to enhance their careers.

HEALTH AND CHARACTER INVESTIGATIONS:

Candidates selected for appointment may be required to pass a medical examination given by a Commission-designated physician to determine physical fitness for District employment. The Commission may disqualify any eligible candidates on the basis of the examining physician's report. The District also conducts a fingerprinting background check for all potential candidates for hire. All convictions must be declared and explained on the application; failure to do so will automatically disqualify the application. Tuberculosis tests must be completed and a negative result must be supplied prior to beginning work.

Closing Date/Time: 1/2/2025 11:59 PM Pacific

Salary:

$4,886.00 - $5,974.00 Monthly