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Humboldt County Office of Education: Administrative Assistant II | Office of the Superintendent

HCOE Job Description

Administrative Assistant II | Office of the Superintendent

Job Summary

Under general direction, and in collaboration with the Administrative Assistant III, the Administrative Assistant II serves as a confidential secretary within the Office of the Superintendent; provides primary secretarial support to the Business Services, Maintenance & Operations, and Information Technology Departments; provides coordination of administrative and Communications Center services support; serves as liaison with Humboldt County Elections Office and as first point of contact for members of the public seeking information from the Superintendent’s Office.

Examples of Duties

  • Independently composes correspondence on behalf of the Superintendency and Business Services Department, including LCAP review communications;
  • Receives and screens telephone calls, greets visitors, and receives inquiries from the public and refers inquiries to the appropriate staff;
  • Receives, opens, sorts and takes necessary action on administrative office mail;
  • Makes travel arrangements;
  • Maintains confidential records;
  • Maintains paper and electronic systems filing;
  • Completes official documents, forms and reports;
  • Makes meeting arrangements and prepares agenda, records actions, and composes minutes for meetings as assigned;
  • Provides event coordination;
  • Facilitates routine contract maintenance including, Maintenance and Operations, Food Services, leases, insurance underwriting, point of contact for HCOE/JPA insurance certificate review/preparation;
  • Maintains and disseminates annual updates to Emergency Guide; processes annual agency and authorized individual business memberships and renewals;
  • Coordinates mass notification system;
  • Coordinates and publish Free and Reduced Lunch Program press release on behalf of the county office and participating districts;
  • Oversees department inventory and purchase order processing;
  • Researches and compiles data on various topics;
  • Coordinates tasks with other administrative office staff;
  • Does related work as required or assigned.

Employment Standards

Knowledge of:

  • Educational organization, policies and procedures;
  • Office etiquette, practices and procedures and all forms of office technology;
  • Letter and report writing using appropriate grammar, punctuation and formatting;
  • Text, presentation and graphics processing software of a moderate to semi-complex nature;
  • Internet and e-mail and similar online programs.

Ability to:

  • Demonstrate initiative and self-reliance in approaching routine/non-routine office tasks;
  • Exercise mature judgment and diplomacy in dealing with complaints and concerns from members of the public;
  • Perform responsible secretarial work requiring independent judgment with speed and accuracy;
  • Make arithmetical calculations;
  • Interpret procedures to other departments and offices and be able to prepare new, more efficient procedures;
  • Take accurate minutes of public meetings and personnel hearings as necessary;
  • Produce accurate written materials in proper format and with efficiency;
  • Prioritize and manage multiple tasks to meet specific deadlines;
  • Coordinate conferences and meetings for large groups, including scheduling of facilities, coordinating calendars, meal arrangements, etc;
  • Utilize all modern office technology efficiently and effectively;
  • Assemble complex data and information and prepare reports;
  • Use proper English with correct grammar, spelling and punctuation;Maintain effective relationships with administrators, Board members, district and department personnel, other employees, government officials, and the public;
  • Work flexible hours that may include occasional evenings and Saturdays.

Education and Experience and Requirements

  • Graduation from high school and a minimum of five (5) years of progressively responsible secretarial experience preferably including experience in an education, school finance and/or executive office setting.
  • Must be fingerprinted with a satisfactory DOJ records check.
  • TB testing will be required upon employment.
  • Must have normal vision, corrected or uncorrected.
  • May be required to obtain first aid and CPR certificates within first 6 months of employment.
  • May be required to drive for work. Must have a current CA driver’s license, and proof of insurance.
  • Must be able to maintain professional effectiveness and personal demeanor even during peak work flow periods and often within restrictive production time schedules.
  • Must possess a high degree of competence and perform all duties with tact and courtesy.
  • Must be willing to modify days/hours and to work additional days/hours on occasion with appropriate compensation and be willing to travel using own transportation with mileage reimbursed, or county office fleet vehicle, as the job may require.

Physical Abilities

While performing the duties of this job, the employee is regularly required to:

  • Work indoors and sit for long periods of time.
  • Daily oral and written communication.
  • Speaking and hearing ability to sufficiently hear over the phone and carry on routine conversations.
  • Operating a computer, calculator, copier and other equipment that involves repetitive arm and hand movements.
  • Hand-eye-arm and finger dexterity.
  • Ability to distinguish between colors.
  • Visual acuity sufficient to recognize people, words and numbers.
  • Reaching and lifting up to forty (40) pounds.

CLASS: 2 | CH:jm 03/26/2019