Overview
Community Action Team ADMIN SUPPORT SPECIALIST Jobs in Middleburg, FL at Clay Behavioral Health Center
QUALIFICATIONS:
Any combination equivalent to high school diploma or G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law, and five years of responsible and varied secretarial experience including two years of experience performing secretarial work for an administrative official; possess the necessary literacy skills to fulfill the performance responsibilities of the job.
REPORTS TO:
Superintendent of Schools
PRIMARY JOB GOAL:
To perform highly responsible and complex secretarial and administrative assistance duties; to exercise independent judgment in assisting the Superintendent in administrative details, requiring considerable knowledge, use, and interpretation of district policies and procedures; to assist in the preparation of the Board Agenda for monthly and special Board meetings; to assist in organization of office staff.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of administrative office principles, procedures, practices, and equipment; knowledge of district organization, operations, policies, and objectives; excellence in business English, grammar, spelling, and punctuation; excellence in telephone techniques and etiquette; ability to communicate clearly and concisely, both orally and in writing; ability to establish and maintain effective working relationships with others; ability to work effectively under minimum supervision; ability to exercise tact, good judgment, and initiative; possess skills in computers, word processors, and peripheral equipment; proficient typing and keyboarding skills; ability to perform highly responsible and complex secretarial and administrative assistance duties; ability to work a flexible schedule in order to meet the demands of the job including attendance at all Board of Education meetings; ability to establish and maintain a variety of complex and confidential files and records; ability to work confidentially with discretion; possess organizational skills.
PERFORMANCE RESPONSIBILITIES:
-Assists the Superintendent with administrative matters; interviews callers, exercising considerable judgment with applying experience in making decisions, provides information in accordance with established procedures and policies; refers problems requiring technical answers to appropriate administrator(s).
-Assists in preparation of the Board of Education agenda, assures proper content, format, order, and supporting documentation; confers with submitting departments as needed regarding revisions and corrections, incorporates materials into compiling a packet for Board Members, Superintendent, Board Attorney, and media to review prior to Board meeting; attends all Board meetings of the district.
-Coordinates and types the official minutes of Board meetings; distributes copies accordingly and maintains official record of the minutes.
-Prepares, types, and distributes a newsletter, Bulletin Board, informing all employees of action taken at the regular monthly Board meetings.
-Provides assistance to the Board of Education as needed, including maintaining subject indexes of Board actions for historical and reference purposes; maintains other records required by policy, regulations, or law; provides mail boxes for Board members correspondence.
-Assists in maintaining the Superintendent’s calendar; arranges for meetings of the Superintendent with various groups both within and outside the district.
-Conducts initial interviews on the phone or in person with parents, teachers, and other employees; answers questions, refers to appropriate staff member(s) and schedules appointments with the Superintendent; receives and resolves complaints as appropriate or refers matter to proper personnel.
-Screens and routes the Superintendent’s incoming correspondence; follows up to assure prompt response or action.
-Types correspondence including information regarding confidential matters; keeps a copy of all correspondence sent by the Superintendent.
-Remains current concerning issues, situations, and conditions of special interest to the Superintendent and Board members.
-Exercises discretion in disseminating information, explaining policies and procedures and speaking as directed for the Superintendent in personal and telephone contacts.
-Consults with district personnel and others concerning specific issues and situations.
-Responsible for monthly out-of-district travel report which is included in packet for monthly Board meetings.
-Compiles copies of bus requests and responsible for monthly report of student-out-of-district trips which must be approved by the Board.
-Responsible for distribution of weekly Central Office calendar.
-Responsible for maintaining SBDM minutes/agenda documentation on district website.
-Responsible for scheduling the use of the Board Room and Conference Room for various meetings.
-Compiles attendance report for Central Office and maintenance personnel and reports bi-monthly; provides information to staff concerning remaining sick, personal, and non-contract days.
-Files and updates policies from KSBA in policy manual in Superintendent’s office; keeps archival copies of changed or deleted policies.
-Maintains files in Superintendent’s office and files documentation received that is deemed as necessary to retain; files updated copies of KSBA Administrative Regulations and Attorney General Opinions.
-Serves as Office Manager by organizing and coordinating duties of secretarial staff noting to the Superintendent areas that possibly need attention and consideration.
-Provides assistance in other areas when timelines must be met.
-Performs a variety of general secretarial duties including operating computer, copier, fax machine, electronic typewriter, and other equipment as needed.
-Opens mail containing checks and maintains a daily log of deposits made by the Finance Officer.
-Attends all Administrative Staff meetings; coordinates and types the official minutes of Administrative meetings; distributes copies to appropriate staff.
-Assists board members in making travel arrangements for conferences and meetings.
-Maintains a calendar of dates when board members attend meetings and process for payment board member per diem.
-Performs receptionist duties when receptionist schedule dictates; assists with coordination of district events as needed.
-Performs related duties and assumes other responsibilities as may be assigned by the Superintendent.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT
1. Check the frequency and number of hours a day the worker is required to do the following specific types of activities:
ACTIVITY
FREQUENCY
# OF HOURS A DAY
CONTINUOUS
INTERMITTENT
1
2
3
4
5
6
7
8
8+
a. Sitting
x
b. Walking
x
c. Standing
x
d. Bending
x
e. Squatting
x
f. Climbing
x
g. Kneeling
x
h. Twisting
x
i. Lifting
x
LIFTING
______ 0-10 lbs. ______ 11-15 lbs. ___ _x ___ 16-30 lbs. _______ Over 31 lbs.
2a. HAND MANIPULATION REQUIRED? ____x___ Yes (If yes, complete 2a,2b,2c,2d,2e)
_______ No
2b. Repetitive hand movements? ____x___ Yes ________ No
2c. Simple Grasping?
Right Hand
Yes__x___ No_____
Left Hand
Yes__x___ No_____
2d. Power Grasping?
Right Hand
Yes_____ No___x__
Left Hand
Yes_____ No__x___
2e. Pushing Pulling?
Right Hand
Yes_____ No__x___
Left Hand
Yes_____ No___x__
2f. Fine Manipulation:
Right Hand
Yes__x___ No_____
Left Hand
Yes____x__ No_____
3. (a) Does the job require worker to reach or work above the shoulder? __x__ Yes _____ No
Frequency? ____ rarely _____
(b) Reaching at or below shoulder level? __x___ Yes _____ No
Frequency? ___ daily_ _____
4. Does the job require use of his/her feet to operate foot controls or repetitive movement? ____ Yes __x__ No
5. Are there special visual or auditory requirements? _x____ Yes _______ No
If yes, please describe (i.e. working with computer terminal): daily computer work
WORK ENVIRONMENT:
Does the employee work near moving mechanical parts; in high, precarious places; and in outside weather conditions? ______ Yes ____x___ No
Is the employee exposed to fumes or airborne particles? _____ Yes ___x___ No
If yes, please specify:
BLOOD/FLUID EXPOSURE RISK: (check the right category)
______ Category I: Tasks involve exposure to blood, fluid, or tissue
______ Category II: Usual tasks do not involve exposure to blood, body fluid, or tissues but job may require performing unplanned Category I tasks.
___x___ Category III: Tasks involve no exposure to blood, body fluids, or tissues. Category I tasks are not a condition of employment.
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Title: Community Action Team ADMIN SUPPORT SPECIALIST
Company: Clay Behavioral Health Center
Location: Middleburg, FL
