Maintenance Office Support-40 Hours Weekly-Available 1/1/2026

Title: Administrative Support Assistant III

Reports to: Principal/Director

Terms of Employment: 12 months

Salary: Pay Grade 61

GENERAL STATEMENT OF JOB

Performs a variety of administrative, fiscal, and office support duties in a school, department, or unit requiring a total understanding of the rules, regulations, goals and services. Employees in this class perform a wide variety of office and administrative support duties. Work generally requires that employees independently handle certain activities such as information processing and referral, fiscal controls, or a special aspect of a program of office activity. Office support duties are considered at the advanced journey level and require considerable tact and discretion in handling sensitive or confidential matters in program or fiscal areas. Work requires a broader knowledge of office operations in order that the role may serve as backup and at a competent level in several roles. Work requires more independence and self-initiative in activities and may include supervising or providing technical assistance to other clerical positions in the organization. Precedent setting situations are sometimes referred to higher-level supervisors. Guides may include a variety of written manuals and instructions, as well as complex and voluminous sets of rules and regulations. Sound judgment is required in performing tasks. Work is performed under the supervision of a school official, department head or higher-level supervisor and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

ESSENTIAL JOB FUNCTIONS

• Secures information via telephone or personal contact; selects appropriate materials to answer questions and often handles the inquiries independently for the organization.
• Handles confidential or sensitive information in an appropriate manner.
• Handles accounting and budgetary functions for the department including monthly financial reports; orders supplies and materials and serves as contact with the Finance Department.
• Interprets a variety of rules, regulations, and information on the program and organization's activities.
• Independently drafts and composes correspondence and responses.
• Processes correspondence, memoranda, notes, minutes, reports or other materials; reviews work for compliance with instructions, spelling, punctuation and basic grammar; proofreads final copies of materials.
• Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials; performs periodic follow-up activities.
• Requests information using standardized forms; compiles information requiring the selection of data from well-established sources.
• Screens and routes materials according to content of communications; may do research or pull related materials from files.
• Maintains activity records and files; initiates appropriate follow-up or further action based on the status of office, fiscal or program activity.
• Based on review of office records or reports, identifies potential inconsistencies; determines the cause; resolves with staff and outside personnel.
• May organize and direct special programs and activities for the organization.
• Serves as office coordinator or senior office support staff resource.
• Serves as backup for positions within the organization.
• Manages office in absence of supervisor.
• Performs related duties as required.

ADDITIONAL JOB FUNCTIONS

Performs other related work as required.

MINIMUM TRAINING AND EXPERIENCE

• Thorough knowledge of office practices and procedures.
• Considerable knowledge and ability to use correct grammar, vocabulary, and spelling.
• Working knowledge of school or county function assigned and related policies, procedures, and regulations.
• Working knowledge of arithmetic and its uses in general office work.
• Ability to communicate effectively in person and by telephone.
• Ability to gather and give basic information and instructions on school or departmental programs based on inquiries.
• Ability to learn thorough knowledge of persons and organizational programs.
• Ability to be tactful and courteous.
• Ability to gather and compile materials from a variety of sources.
• Ability to operate any office machines at the speed required by the position such as word processor, typewriter, calculator, or other equipment.
• Ability to use a wide variety of word processing and other computer software to generate work for the office assigned.
• Ability to use judgment in organizing and establishing priorities and work assigned.
• Ability to record information and balance figures.
• Ability to compile information based on general instructions.
• Ability to arrange and place records, reports and files into a proper sequence.
• Ability to establish and maintain effective working relationships with supervisor, employees, and the general public.
• May need to have the ability to plan, organize, monitor, evaluate, and delegate duties to others.

MINIMUM TRAINING AND EXPERIENCE

Graduation from a two-year secretarial or business administration program and considerable experience in performing progressively responsible office management, program, or fiscal support duties including strong public contact duties; or graduation from high school and a minimum of four years of experience as described above; or an equivalent combination of education and experience.

PHYSICAL REQUIRIEMENTS

Must be able to physically perform the basic life operational functions of fingering, grasping, talking, hearing, and repetitive motions.

Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Must possess the visual acuity to prepare and analyze data and figures, operate a typewriter or computer terminal, and determine the accuracy, neatness, and thoroughness of the work assigned.

Some positions may be required to take and transcribe dictation and minutes.

DISCLAIMER

This generic class description gives an overview of the job class, its essential job functions, and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job questionnaire with a physical abilities checklist, which can give, further details about that one specific position. Those documents should be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions.

Updated 03/15/2019