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Program Assistant

  • Classified

Salary range: 34

Reports to: Department Administrative Lead

OVERVIEW

Under the supervision of Department Administrative Lead, perform routine administrative details including office logistics, financial system management, and oversight of procurement. Work is performed under a minimum of supervision and requires independent work requiring a high level of initiative, judgment, and discretion.

QUALIFICATION
  • Bachelor's degree and 3 years professional experience
  • University-level Quantitative or Social Science coursework preferred
  • Four years of progressively responsible clerical experience with at least two years in a responsible secretarial capacity, preferably in a school district
  • Current history of employer evaluations with satisfactory marks in all areas
  • Professional experience in secondary or higher education working in an institutional research, effectiveness, or accountability office.
RESPONSIBILITIES/DUTIES
  • Assist staff with planning and execution of multiple cross-functional projects simultaneously; monitor work flow, identify problems, and recommend solutions
  • Converse with and furnish information to Principals, consultants, Coordinators, Directors, Assistant Superintendents, and other personnel throughout the District at all levels and with the public in general
  • Work with the public answering questions involving an understanding of policies, procedures and regulations
  • Collaborate with school leadership to schedule, administer, review, and report student course surveys
  • Act as receptionist, making appointments, arranging group meetings, and transmitting confidential or controversial information
  • Compose correspondence and memos from brief verbal instructions or notes
  • Conduct continuing correspondence or telephone communications independently on procedural or informational matters without review by supervisor
  • Take dictation that includes a substantial amount of technical terminology
  • Compile reports from a wide variety of sources, and transmits to other offices or agencies
  • Manage many of the details of the office including making decisions based on established policy and procedure
  • Take minutes at group meetings, exercising judgment in taking verbatim minutes of some sections in accordance with general instructions and revising, as necessary, to improve grammar and structure
  • Keyboard reports, memoranda and other material from straight copy or rough drafts
  • Assist in setting up and collecting survey data using online survey software
  • Prepare necessary budget expenditure reports and key documentation including difficult financial and statistical reports, budgets, contracts, etc.
  • Keep detailed and accurate records of budget expenditures involving a variety of departmental budgets and produces periodic summary statements of individual accounts;
  • Maintain security of confidential information
  • Process purchase orders of department commodities, supplies, licensing, and data purchases
  • Manage receiving and shipping of secure assessment materials to and from school sites, including non-public schools
  • Operate computers to input and retrieve data, to word-process, and to generate reports
  • Protect confidentiality of research data, surveys, consent forms, and other student and institutional data
  • Prepare materials and assist in the administration of various student assessments related to development and learning
  • Other duties as assigned
  • Learn, interpret, and apply laws, School District policies, and procedures with good judgment while independently carrying out a variety of technical procedures.
KNOWLEDGE, SKILLS & ABILITIES
  • Ability to perform responsible and difficult clerical work with accuracy, speed, and a minimum of supervision;
  • Expertise in Microsoft Office software (Excel, Word and Access);
  • Strong organizational and coordinating skills;
  • Thorough knowledge of State and Federal laws governing public education and District policies and procedures;
  • Capacity to develop and manage various projects; ability to multitask;
  • Competence in compiling and cleansing data;
  • Ability to interface with internal and external constituents;
  • Ability to maintain confidentiality of student and institutional data;
  • Ability to adapt to a work environment that requires learning and acquisition of skills to successfully fulfill the performance responsibilities and duties;
  • Experience using Survey Monkey or Lime Survey systems;
  • Experience with SPSS software, preferred;
  • Ability to operate computer and ancillary equipment utilizing word processing, spreadsheets, and specialized related software;
  • Take responsibility and use tact and good judgment in fulfilling responsibilities.
  • Compose correspondence independently;
  • Ability to make math calculations quickly and accurately; keyboard at a speed of not less than 55 words per minute;
  • Microcomputer operating methods, office methods and practices including filing systems, receptionist and telephone techniques, and letter and report writing;
  • Office machines and some skill in their operation;
  • English usage, spelling, grammar, and punctuation;
  • Basic methods of financial record keeping and budget preparation;
  • Functions, organization, and key personnel of the School District;
  • Ability to exercise independent judgment;
  • Ability to analyze situations accurately and adopt an effective course of action;
  • Ability to deal effectively with a wide variety of personalities and situations requiring diplomacy, friendliness, poise, and firmness.
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 stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is frequently required to sit and occasionally required stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds or more. 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.

Work is performed in a standard office environment; the employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.

Work Year: 12 Months

Revision Date: 04/11/2017

Initial date: 04/10/2016

Equal Opportunity Employer in compliance with the Americans with Disabilities Act and all other applicable federal, state, and local laws.