Administrative Assistant IV - Instructional Support Facility

FLSA:  
Non-Exempt 

COMPENSATION SCHEDULE:
Link to https://www.cherrycreekschools.org/Page/2906
Educational Support Personnel Compensation 

PAY GRADE:
Range 8 

BENEFITS:
Our employee benefits package includes medical insurance, dental insurance, vision insurance, health savings accounts, flexible spending accounts, life insurance, accidental death and dismemberment, long term disability, critical illness insurance, and accident insurance. Visit our website for full details. 

SUPERVISOR:
Central Department Director or designee. 

 

JOB SUMMARY:  Perform administrative office functions to ensure the smooth and efficient operation of the department administrative office. Relieve a central administration director of many administrative details. Provide administrative assistance to other department staff as needed. Must have sufficient knowledge of organization’s structure, policies, and personnel to make administrative decisions, exercising independent judgment and discretion. Act as liaison of department as directed. Direct and review work of administrative staff as appropriate. May frequently take independent action. Work on assignments that are complex in nature where considerable judgment, analysis, and initiative are required in resolving problems and making recommendations. Assignments include the following central District departments: Advanced Academic and Gifted; Assessment and Performance; Athletics and Activities; Food and Nutrition Services; Human Resources; Inclusive Excellence; Language Supports and Services; Professional Learning; Safety and Security; Special Populations; STEM and Innovation; Supply Chain Management; and Transportation. 

DUTIES AND RESPONSIBILITIES: The following tasks describe the basic functions of the job; not all tasks may be performed by each employee. Duties and assignments may vary based on academic year. The following frequencies and percentage of time spent are approximations only. 

• Provide administrative support to the department director and staff by updating electronically shared meeting documents, newsletters, and handbooks; scheduling and coordinating appointments, meetings, and facilities which may include major events and/or travel and lodging arrangements; maintaining and updating department master calendar; coordinating building use; creating and maintaining filing systems; distributing mail; issuing and tracking building keys; and updating the department’s webpage(s). [Daily, 20%]
• Greet and welcome visitors to the building. Answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions. [Daily, 15%]
• Schedule meetings and appointments for staff, supervisor, outside representatives, and students. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations. Maintain and update calendar for department events or special activities. [Daily, 15%]
• Draft and/or type letters, memorandums, reports, and related materials (e.g. newsletters, announcements, etc.). Compose and type routine correspondence. Work on special projects as needed. [Daily, 10%]
• Conduct research and compile and type statistical reports. [Daily, 10%]
• Organize and maintain file system, which may include simple databases, personnel records and actions, surveys, legal documents, evaluations, professional growth, insurance, etc. File correspondence and other records. [Daily, 10%]
• Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material. [Daily, 5%]
• Read, route, and respond to incoming mail. Locate and attach appropriate file(s) with correspondence to be answered by building administration. Prepare outgoing mail and correspondence, including emails and faxes. [Daily, 5%]
• Order and maintain supplies/inventory, and arrange for equipment maintenance. May process electronic purchase and warehouse orders and/or other financial documents. [Weekly, 3%]
• May complete basic monitoring of a department budget. [Weekly, 2%]
• Perform other related duties as assigned or requested. [Daily, 5%] 

MINIMUM QUALIFICATIONS: The minimum amounts of formal education, professional work experience, knowledge, skills, and abilities that must be met for a candidate to be considered for a position.

• High school diploma or equivalent.
• Administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or School Support Para