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Administrative Assistant - Instructional Department

Company: Visions In Education Charter School
Location: Carmichael
Posted on: November 22, 2021

Job Description:

Visions In Education is seeking an Administrative Assistant that will support our Chief Academic Officer. Qualified candidates need to have strong administrative experience, a high degree of confidentiality, excellent organization and writing skills. Experience with Google Suite and the Zoom application is preferred.Resume, two letters of recommendation (If available) and cover letter. Please state clearly in your cover letter your experience which qualifies you for the position and why you would like to work for Visions.This position will work at our office in Carmichael, CA.We have a very generous, competitive benefits package that includes 100% employer-paid Medical/Dental/Vision (single), Retirement (CalPERS), Vacation (10 days), Sick and Holiday - with 2 weeks of paid time off over the holiday season.To officially apply for this position please go to this link and fill out application: https://www.edjoin.org/Home/DistrictJobPosting/1501784CHARACTERISTICS OF THE CLASSUnder general supervision, performs a wide variety of confidential and responsible secretarial and administrative tasks as Administrative Assistant to members of the Board of Directors ("Board"); and performs other related work as assigned.DISTINGUISHING CHARACTERISTICS Positions in this class are distinguished by the level of supervision received, the breadth of responsibility, the confidential or technical nature of the work and/or the level of administrator to whom assigned. Duties and responsibilities generally cover a wide range of responsibilities and activities.EXAMPLES OF DUTIES Any one position may not include all of the duties listed nor do all of the listed examples include all of the tasks that may be found in positions of this class.

  • Prepares and publishes agendas for Board meetings; supplies Board members with appropriate background information related to agenda items.
    • Attends all board meetings.
      • Records, organizes, publishes, and distributes minutes of meetings of the Board, utilizing knowledge of legal requirements and synthesizing complex issues into understandable terminology.
        • Manages calendar of appointments and prioritizes accordingly. Coordinates conference and travel arrangements as needed for the Board.
          • Determines disposition of incoming correspondence and takes appropriate action such as composing responses independently or seeking direction on complex issues.
            • Handles complex duties for the Board; processes details not requiring the attention of Board members.
              • Researches Ed Code, California Code of Regulations and other regulatory agencies' mandates and requirements relating to assigned areas of responsibility and recaps information, determines relevance to the program, and/or makes recommendations to the Board. Researches, analyzes, prioritizes, and compiles data from a variety of sources and prepares reports, summaries, and charts, and distributes or forwards to the appropriate person for processing.
                • Compiles information, prepares reports, and follows up on requests and actions as requested by individual Board members. Resolves problems with prompt attention, tact, and diplomacy.
                  • Consults with administrative staff, employees, community members, parents, and students regarding needs of the Board; exercises discretion in communication.
                    • Takes and transcribes dictation of a difficult and confidential nature.
                      • Assures completed forms comply with Visions' conflict of interest policies.
                        • Maintains files on Board activities, records, proceedings, documents, and personal files for Board members. Submits forms as required by law.
                          • Serves as a resource or liaison regarding policies, procedures and operations to the Board.
                            • Conducts conversations or interviews in person or on the telephone with the public, employees, parents, students, vendors and outside agencies; gathers data, answers questions, clarifies policies, and works with supervisor to resolve issue/problem/complaint.
                              • Establishes, maintains, controls and performs specialized tasks relating to assigned areas of responsibility.
                                • Demonstrates high level of skill to write, edit, proof and publish all forms of communication, both confidential and non-confidential. Reviews information for compliance with department, school and/or legal requirements.
                                  • Orders supplies.
                                    • Attends staff meetings, in-service training, workshops, classes, conferences and other training.
                                      • May oversee projects or work completed by other clerical staff.
                                        • Maintains confidentiality.
                                          • Performs other duties as assigned.QUALIFICATIONS AND EXPERIENCE:
                                            • Two years of increasingly responsible administrative, secretarial or clerical experience involving public contact, preferably in an educational setting.
                                              • AA degree or higher preferred with an emphasis in English, Math, Business, Accounting, or Education.SKILLS, KNOWLEDGE AND ABILITIES:
                                                • Knowledge of or ability to learn, interpret and apply Visions In Education's objectives, policies, procedures, rules, regulations and operations.
                                                  • Knowledge of or ability to learn and use applicable sections of the California Education Code, Charter law and other pertinent laws. Will require broad working knowledge of the Brown Act, and principles and practices of administrative law, particularly those relating to municipal governments and state subdivisions.
                                                    • Skill and ability to demonstrate flexibility, efficiency and diplomacy in performing work.
                                                      • Skill and ability to use self-restraint, professional judgment, independent decision making and develop strategies to deal with a variety of people, adversaries and advocates under varying situations and conditions.
                                                        • Ability to establish and maintain effective work relations with those contacted in the performance of required duties.
                                                          • Ability to maintain a professional attitude and a strong customer service focus at all times, with a strong desire to succeed and solve problems.
                                                            • Skill and ability to use tact, patience and courtesy in interpersonal relations and communicate effectively both orally and in writing.
                                                              • Skill and ability to plan, organize, coordinate and prioritize workload to effectively manage multiple tasks and meet established timelines.
                                                                • Ability to work independently and in a team environment, and be held accountable for results.
                                                                  • Ability to work confidentially.
                                                                    • Skill and ability to define problems, research and collect information, establish facts, analyze and evaluate alternative solutions, problem solve, draw valid conclusions and use independent decision making.
                                                                      • Skill and ability to use written and oral communication requiring clarity and diplomacy in communication with a broad and diverse audience; knowledge of correct English usage, spelling, punctuation, grammar and composition.
                                                                        • Skill and ability to read, write, proof and edit written documents with speed and accuracy.
                                                                          • Knowledge, skill and ability to use modern office practices, procedures and equipment; use record-keeping, bookkeeping and file/document maintenance techniques.
                                                                            • Ability to understand and apply technical procedures and requirements.
                                                                              • Knowledge of basic mathematical skills to prepare a variety of reports.
                                                                                • Knowledge, skill and ability to use a wide variety of office equipment including but not limited to: desktop and laptop computers, associated software programs (including Windows, google suite, word-processing, desktop publishing, spreadsheets, graphics, presentation, database and Web-based applications), e-mail, Internet, copiers, scanners, calculators, and phones.
                                                                                  • Knowledge and skills to take notes/shorthand and keyboard at a rate required for successful job performance.WORK ENVIRONMENT AND PHYSICAL ABILITIES The physical requirements below are necessary to perform the essential functions. Reasonable accommodations will be made to enable a person with a disability to perform these functions.
                                                                                    • Work environment is a typical office setting. Requires willingness and ability to work effectively and move about in an office.
                                                                                      • Physical, mental and emotional stamina to work up to an eight-hour shift under sometimes-stressful conditions, with frequent distraction and interruptions and deal with angry/upset people in a calm and professional manner.
                                                                                        • Sufficient hand/eye coordination and manual dexterity to use a wide variety of office and computer equipment, to keyboard and write, file, and maintain records and reports.
                                                                                          • Sufficient hearing to conduct in-person and telephone conversations.Ability to speak in an understandable voice with sufficient volume to be heard in normal conversational distance, on the telephone and in addressing groups. Sufficient visual acuity to see and read small print.Ability to sit for extended periods of time, up to an eight-hour shift (with the exception of lunch and breaks). 2 Administrative Assistant - Board of Directors Sufficient mobility to bend, stoop, push/pull, lift, stand, and walk on an occasional basis to file, move equipment or supplies or take work from one location to anotherJob Type: Full-timePay: $3,936.00 - $5,597.00 per monthBenefits:
                                                                                            • Dental insurance
                                                                                            • Employee assistance program
                                                                                            • Flexible spending account
                                                                                            • Health insurance
                                                                                            • Health savings account
                                                                                            • Life insurance
                                                                                            • Paid time off
                                                                                            • Retirement plan
                                                                                            • Vision insuranceSchedule:
                                                                                              • 8 hour shift
                                                                                              • Monday to FridayEducation:
                                                                                                • Associate (Preferred)Experience:
                                                                                                  • administrative: 2 years (Preferred)
                                                                                                  • Secretarial/clerical: 2 years (Preferred)Work Location: One location

Keywords: Visions In Education Charter School, Carmichael , Administrative Assistant - Instructional Department, Administration, Clerical , Carmichael, California

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