Administrative Assistant - Technology and Maintenance

SUMMARY: Assists in all phases of technology services for the District, maintains schedules and appointment records, gives information to callers and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned. May participate in the following process: staff training; planning. Assists in determining work procedures. Expedite workflow. Issues both oral and written instruction. Examines work for exactness, neatness and conformance to District Technology procedures. Assists in improving the efficiency of the technology/maintenance offices.

Assists in procuring supplies and services. Completes requisitions and purchase orders. Process software renewals, complete work orders, print requests, website maintenance, purchase orders, curriculum printing, recycle technology, new employee paperwork, monitor technology inventory, oversees Act 48 submission process, conference and travel requests and large print jobs.

Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Takes dictation and transcribes notes on typewriter or computer or transcribes from voice recording, when needed. Possesses the ability to use office equipment, including computers (data entry for the central computer system and for spreadsheet, word processing and desktop publishing), efficiently and to type at, or exceed 50 words per minute.

Composes and types both routing and confidential correspondence. Files correspondence and other records. Answers telephone and provides information to callers or routes call to appropriate official and places outgoing calls. Schedules appointments for employer. Greets visitors, ascertains nature of business and conducts visitors to employer or appropriate person.

Arranges travel schedule and reservations. Compiles and types statistical reports. Transcribes minutes of technology related meetings. Makes copies of correspondence or other printed matter. Prepares outgoing mail. SPECIFIC USER-DEFINED DUTIES AND RESPONSIBILITIES: Accepts positive criticism as a means of self-improvement.

Exhibits an ability to get along well with staff and public. Exhibits a positive attitude toward the position, i.e., promotes the welfare and self-esteem of both staff and students, following office safety procedures in the performance of his/her duties. Demonstrates the ability to react to stressful situations involving citizens, parents and/or staff in a rational, calm and equitable manner.

Exhibits a work ethic based on self initiative and/or incentive and a high level of satisfaction in the accomplishment of the task at hand. Understands the importance of a pleasant, efficient response to all public inquiries and telephone calls, ensuring the accurate dissemination of that information to the proper District personnel.

Maintains confidentiality in all aspects of the job, including matters involving staff, students and the public. Performs in an efficient, yet pleasant manner, managing both time and assigned tasks. Exhibits a "team" sense of both operation and cooperation with management and staff members. Provides assistance in completing materials pertinent to state-mandated regulations on technology.

Assists in the preparation of the District's Technology Plan and budget. Prepares Technology requisitions and purchase orders as directed by the Director of Technology. Provides assistance in completing materials to maintain the district files on all staff development related to technology. Maintains the District Web Page � editing and posting.

Maintains components of the District Telephone System � programming, voice mail additions/deletions, District phone lines, etc. Maintains the District Access Control System database. Maintains the District Technology Inventory database. Maintains the District Technology supply inventory/database. Maintains a database of the District's staff's technology-related logins, passwords, dates, etc.

, pertaining to online technology functions. Maintains the District software license files. Maintains the District software renewal tracking. QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION

One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routing reports and correspondence.

Ability to speak effectively to staff and members of the general public. Exhibits knowledge of the proper grammar usage for both the written and spoken English language, including spelling and the corresponding relationship to the business world. MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.

Ability to compute rate, ratio and percent. Has a knowledge of record keeping and bookkeeping and is able to perform in these areas with minimal, if any, errors. REASONING ABILITY: Ability to apply common sense understanding to carry out instruction furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands (to finger, handle or feel objects, tools or controls) and talk and hear.

The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch or crawl; and smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally works near moving mechanical parts and is occasionally exposed to fumes or airborne particles.

The noise level in the work environment is usually quiet.