Job Description

 

                                                      This is a 10 month 8 hour benefited position  

                                                                        Bilingual Perferred                                                       

BAND

GRADE

SUBGRADE

A

1

2

DEPARTMENT:

Varies

ACCOUNTABLE TO:

Varies

FLSA STATUS:

Non-Exempt

CLASS SUMMARY:

Incumbents are responsible for performing routine clerical support activities pertaining to programs and services.  Incumbents may serve as a lead to Administrative Assistants..

DISTINGUISHING CHARACTERISTICS:

The Administrative Technician is the second level in a four level administrative support series.  The Administrative Technician is distinguished from the Administrative Assistant by its responsibility for performing a wider variety of administrative support activities requiring greater knowledge and understanding of rules and regulations pertaining to programs and/or services offered. The Administrative Technician is distinguished from the Administrative Specialist, which is responsible for performing paraprofessional administrative support activities requiring thorough knowledge and understanding of rules, regulations, and policies in an assigned area.

DUTY

NO.

 

ESSENTIAL DUTIES: (These duties are a representative sample; position assignments may vary.)

FRE-

QUENCY

BAND/

GRADE

 

 

 1.

Compiles and inputs a variety of information into databases and/or spreadsheets, which may include: vendor registrations, requisitions, purchase orders, absences, excuses, tardies, detentions, suspensions and violations; prepares routine reports based on information in databases and/or spreadsheets.

Daily

25%

 

 

 

 

2.

Prepares, processes, verifies, and/or distributes a variety of information, which may include: purchase orders, detention slips, meal applications, and/or other related information.

Daily

25%

 

 

 

 

3.

Answers phones and greets students, parents, and administrators, which includes directing calls to appropriate parties and providing information; contacts and provides a variety of information to parents regarding programs, student absences, services, and other related information. 

Daily

20%

 

DUTY

NO.

 

ESSENTIAL DUTIES: (These duties are a representative sample; position assignments may vary.)

FRE-

QUENCY

BAND/

GRADE

 

 

 

4.

Types a variety of correspondence to include letters, memos, surveys, agendas, newsletters, job announcements, and/or tables.

Daily

10%

 

 

 

 

5.

Performs routine office activities, which may include: making copies; filing; sorting, opening, and distributing mail; faxing documents; maintaining and troubleshooting office equipment; and, performing other related activities.

Daily

10%

 

 

 

 

6.

 Monitors inventory for classrooms, library, cafeteria, and/or other related areas; initiates purchase requests or notifies appropriate individual(s) when inventory is low or depleted.

 Daily

5%

 

 

 

 

7.

Performs other duties of a similar nature or level.

As Required

 


 

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

Positions assigned to food services may be responsible for:

  • Processing and verifying paperwork and deliveries to warehouses and schools to ensure product is delivered on time;
  • Verifying invoices reflect correct products, brands, quantities, package sizes, package types, price, and tax information;
  • Meeting with brokers and/or vendors on new product offerings and bid inquiries;
  • Maintaining meal program eligibility records and files.

Positions assigned to purchasing may be responsible for:

  • Processing purchase orders;
  • Assisting in preparing bids and/or requests for quotes;
  • Maintaining and updating vendor files.

 

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

Positions assigned to the library may be responsible for:

  • Assisting students in locating and utilizing library materials;
  • Checking books in and out;
  • Preparing overdue book notices;
  • Maintaining book inventory;
  • Processing new materials;
  • Maintaining audio visual equipment and keeping related records;
  • Ordering library books and related equipment and materials.

Positions assigned to educational services may be responsible for:

  • Ordering, storing, and inventorying curriculum materials;
  • Delivering, picking up, and storing mandated tests;
  • Investigating discrepancies, backorders, and problems with material orders;
  • Distributing books to school sites upon request.

Positions assigned to the materials center may be responsible for:

  • Preparing materials for return shipment and maintaining related records;
  • Notifying vendors of shipping discrepancies;
  • Assisting in maintaining warehouse inventory information and records;
  • Verifying orders for completeness and quality upon receipt.

 

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

Positions assigned to transportation may be responsible for:

  • Assisting with new driver certifications;
  • Calculating mileage for Head Start billings;
  • Assigning drivers for field trips;
  • Scheduling physicals and drug screenings.

Positions assigned to special services may be responsible for:

  • Maintaining files on students;
  • Scoring achievement tests;
  • Verifying required documentation is in student files and database;
  • Preparing and submitting legally required reports;
  • Typing, transcribing, editing, printing, and reviewing psychologist evaluations.

Positions assigned to bilingual assistance may be responsible for:

  • Translating English and Spanish for teachers, parents, staff, and administrators, both verbally and in writing.

Knowledge (position requirements at entry):

Knowledge of:

  • General office procedures;
  • Customer service principles;
  • Recordkeeping practices and procedures;
  • Filing techniques and practices;
  • Grammar, punctuation, and spelling;
  • Modern office equipment;
  • Basic mathematical principles and concepts.

 

Skills (position requirements at entry):

Skill in:

  • Using a computer and related software applications;
  • Operating modern office equipment;
  • Providing customer service;
  • Maintaining records;
  • Filing;
  • Typing;
  • Composing letters, correspondence, reports, and other written materials;
  • Prioritizing work;
  • Performing data entry;
  • Using basic mathematics to include addition, subtraction, multiplication, and division;
  • Gathering and organizing information;
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Training and Experience (position requirements at entry):

High School Diploma or General Equivalency Diploma (G.E.D.), and two years of related office experience, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Licensing Requirements (position requirements at entry):

Valid AZ Driver’s License (Language Acquistion position only).

Physical Requirements

Positions in this class typically require: reaching, fingering, grasping, talking, hearing, seeing, and repetitive motions.

Some positions may require: climbing, pushing, pulling, and lifting.

Incumbents may be subjected to blood and other bodily fluids.

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects.  If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

NOTE

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Classification History:

Draft prepared by Fox Lawson and Associates LLC (LM)

Date:  03/02



Primary Location: Marc T. Atkinson Middle School

Shift Type: Full-Time

Job Contact Information
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Applications will be accepted
Tuesday, April 17, 2018 12:00 AM  -
Wednesday, April 25, 2018 11:59 PM
(Mountain Standard Time)

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