Administrative Assistant - Technology Projects, Training, and Infrastructure

Administrative Assistant – Technology Projects, Training, and Infrastructure

Purpose Statement

The job of Administrative Assistant - Technology is done for the purpose/s of providing a wide variety of
administrative support for technology teams, projects, and trainings; maintaining accurate documentation;
assisting with process improvement; communicating with internal and external parties; coordinating schedules
and supporting other activities as assigned.

This job reports to the Manager of Projects & Training and Manager of Network & Infrastructure.

Essential Functions

• Compiles data from various sources (e.g. historical record, calendars, internet research, etc.) for the purpose of preparing reports, presentations and/or information for assigned administrators.

• Coordinates project components such as meetings, professional development events, travel and accommodations, financial reimbursements, procurement, use of facilities, etc. for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains electronic documents including survey data, contracts, financial records, reports, etc. for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors various activities on behalf of assigned administrator (e.g. project components, meeting arrangements, work order status, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.

• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Participates in a variety of meetings, workshops, and/or training (e.g. software upgrades, department meetings, prjoect meetings, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.

• Prepares documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting documentation, social media posts, graphics, periodic and ad-hoc reports, operational procedures, manuals, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information. Assists with training instructions and documentation.
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.

• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Participates in a variety of meetings, workshops, and/or trainings (e.g. project meetings, department meetings, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of attendees.
• Prepares a wide variety of documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting documentation, social media posts, graphics, periodic and ad-hoc reports, operational procedures, manuals, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information. Assists with training instructions and documentation.
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.
• Procures supplies and materials for the purpose of maintaining availability of required items.
• Represents assigned administrator in his or her absence (e.g. district staff requests for information, etc.) for the purpose of conveying and/or gathering information required for their functions.
• Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.
• Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.
• Responds to inquiries from internal and external parties (e.g. staff, guardians, vendors, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Schedules various activities (e.g. appointments, meetings, travel reservations/accommodations, facility
  usage, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports members of the Network, Systems, Project Management, and Training teams for the purpose of aiding with their functions and responsibilities.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements

Skills, Knowledge, and Abilities:

SKILLS are required to perform single, technical tasks with a potential need to upgrade skills to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: applying federal, state and District policies and regulations; operating standard office equipment; preparing and maintaining accurate records; utilizing pertinent software applications; auditing financial reports; and using pertinent software applications.

KNOWLEDGE is required to read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; business telephone etiquette; and office application software.

ABILITY is required to schedule activities and/or meetings; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; adhering to state purchasing guidelines; maintaining confidentiality; working with detailed information/data; accuracy and attention to detail; and dealing with frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 70% sitting, 15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.

Experience Job related experience with increasing levels of responsibility is desired.

Education Targeted, job-related education with study in job-related area.

FLSA Status

Non Exempt