Job Description

Summary

The Professional Assistant III is responsible for providing administrative support to the Assistant Superintendent of Student Support Services. The Incumbent provides a high level of clerical support, plans meetings, and overall office management. This position responds to inquiries providing information relating to FCS policies and procedures, referring only complex inquiries to the supervisor. The Professional Assistant III is also responsible for monitoring, tracking, and reconciling budget activity in the SAP system.

Essential Duties

• Maintains the departmental calendar to include official business, meetings, conferences, and other department events
• Processes applicable data utilizing the SAP system to include: employee data, payroll, purchasing, invoices and budget related information
• Answers telephone in a courteous and tactful manner and attempts to resolve complaints in a calm and courteous manner
• Monitors inventory of office supplies required for area of responsibility (e.g., photocopy supplies, office supplies, etc.) and orders additional materials as required within budget parameters
• Performs various clerical and secretarial support work associated with special projects such as conference and committee meeting planning
• Maintains highly confidential data utilized by the supervisor/department
• Receives and screens telephone calls, letters and/or visitors;
• Responds to requests and correspondence on own initiative and as directed by supervisor
• Compiles and assimilates information to prepare budgets for the District
• Identifies and provides solutions to routine business matters requiring minimum direction from the supervisor
• Prepares, types, and processes correspondence and other documents to ensure accuracy, completeness, and timeliness
• Creates, maintains, and manipulates data (e.g., spreadsheets, databases, graphics, etc.) to generate reports and to locate information found in documents, correspondence, etc
• Receives, sorts, and distributes department mail in an accurate and timely manner; Ensures that all mail received is forwarded to the appropriate person and/or destination;
• Collects and prepares outgoing mail for the department
• Maintains current contact list (e.g., phone numbers [office and cell], e-mail addresses, etc.) of all District personnel to ensure people are easily accessible for contact
• Schedules travel and maintain itineraries for employees within the department
• Schedules and maintains department’s conference room and classrooms ensuring proper equipment is available and set up as required/requested
• Coordinates arrangements for meetings, conferences, and travel through interaction with customers, suppliers, and employees on behalf of the supervisor
• Performs other duties as assigned by the appropriate administrator

Required Education

High School Diploma or GED equivalent

Certification/Licensure

None required

Experience Qualifications

Minimum of 5 years of clerical/administrative experience required; Experience with SAP or other major Enterprise system preferred

Knowledge/Skills/Abilities

• Proficient in Microsoft Office and project management tools
• Must be able to successfully manage multiple tasks, projects and responsibilities
• Ability to work independently or as a team member
• Must be able to collaborate effectively with District and school personnel, the general public, and work with diverse groups of people
• Proven ability to handle confidential information
• Must have the ability to work with minimal supervision, meet deadlines, prioritize assignments and communicate and provide updates relative to the progress of the work
• Must be able to clearly express ideas, communicate well both verbally and written, ask questions, and listen to others
• Must be detail oriented, well organized, and have the ability to manage time and multiple projects to achieve required results
• Must be able to perform responsibilities with a sense of urgency to meet the needs of others, respond to solve problems, and willing to accept a variety of tasks to perform
• Must be a professional team player with a high level of positive energy and a can do approach in all activities

Working Conditions

• Normal office environment

Physical Demands

• Routine physical activities of sitting, standing, and walking
• May have to lift up to 10 lbs