Berkeley Unified School District is hiring: Administrative Assistant II in Berke

Administrative Assistant II

Location: Full-time

Job Number: 2024-12-5

Educational Services

Opening Date: 12/05/2024

Closing Date: 1/2/2025 at 11:59 PM Pacific Time (US & Canada); Tijuana

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.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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 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.
10. Receive and process invoices according to established procedures; verify work completed or materials received; obtain management approval for payment.
11. Perform special projects and prepare various forms and reports on behalf of the assigned administrator; attend to administrative details on special matters as assigned.
12. Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns.
13. Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
14. Receive, sort and distribute mail; receive and respond to e-mails; prepare and distribute informational packets and bulk mailings as directed.
15. 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.
16. 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:

1. Department or program organization, operations, policies and objectives.
2. Policies and objectives of assigned programs and activities.
3. Terminology, practices and procedures of assigned office.
4. Record-keeping and filing techniques.
5. Business letter and report writing, editing and proofreading.
6. Methods, procedures and terminology used in clerical accounting work.
7. Modern office practices, procedures and equipment.
8. Correct English usage, grammar, spelling, punctuation and vocabulary.
9. Data control procedures and data entry operations.
10. Interpersonal skills using tact, patience and professionalism.
11. Operation of a computer and assigned software.
12. Oral and written communication skills.
13. Methods of collecting and organizing data and information.
14. Mathematic calculations.

ABILITY TO:

1. Perform varied and responsible administrative support duties to relieve the administrator of administrative and clerical detail.
2. Plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator.
3. Assure smooth and efficient office operations.
4. Learn District operations, policies and objectives.
5. Learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
6. Compose correspondence and written materials independently or from oral instructions.
7. Perform a variety of clerical accounting duties in support of assigned department or program.
8. Keyboard or input data at an acceptable rate of speed.
9. Answer telephones and greet the public professionally.
10. Complete work with many interruptions.
11. Compile and verify data and prepare reports.
12. Maintain a variety of records, logs and files.
13. Utilize a computer to input data, maintain automated records and generate computerized reports.
14. Establish and maintain cooperative and effective working relationships with others.
15. Meet schedules and timelines.
16. Work independently with little direction.
17. Communicate effectively both orally and in writing.
18. 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:

Constant interruptions.

PHYSICAL DEMANDS:

1. Hearing and speaking to exchange information in person or on the telephone.
2. Dexterity of hands and fingers to operate a computer keyboard.
3. Seeing to read a variety of materials.
4. Sitting or standing for extended periods of time.
5. 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.

Qualified candidates will be notified of the date, time, and place of the examination(s)/test(s).

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.