Administrative Assistant I - Berkeley Unified School District

BASIC FUNCTION:Under the direction of an assigned supervisor, perform a variety of clerical and administrative support duties to relieve the administrator of administrative and clerical detail; coordinate the 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 I classification provides primary support to a manager of a program or secondary support to higher-level administrators. 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.REPRESENTATIVE DUTIES:ESSENTIAL DUTIES:• Perform a variety of clerical and administrative support duties to relieve the administrator of administrative and clerical detail; assist in assuring smooth and efficient office operations; coordinate flow of communications and information for the administrator• Serve as 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, parents and the public and provide information or direct to appropriate personnel; respond to inquiries and provide information and assistance related to office or program operations, activities, 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 and assigned duties; establish and maintain filing systems; review, revise, verify and proofread a variety of documents• Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries 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 and other materials• 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; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up supplies for meetings; take, transcribe and distribute minutes as directed• 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• Monitor inventory levels of office and designated supplies as assigned by the position; order, receive and maintain appropriate levels of inventory as required; process purchase orders and invoices as assignedOTHER DUTIES:Perform related duties as assigned