Administrative Assistant - Student Support Services JobID: 11531 + Position Type: Central Admininstration (ESC) Support/ Administrative Assistant + Date Posted: 1/2/2025 + Location: Educational Support Center + Closing Date: Open Until Filled GRADE: G12 (Hourly Range/Step 1 - Step 8: $22.33- $27.52) MINIMUM HOURLY RATE: $22.33 STANDARD HOURS PER WEEK: 40 FTE: 1.0 MONTHS PER YEAR: 10 JOB CODE: 070716 POSITION TYPE: – REPLACEMENT – PERMANENT/REGULAR LOCATION: THORNTON, CO. Adams 12 Five Star Schools is deeply committed to a community of excellence, equity, and inclusion in everything we do. We commit to eliminate the predictability of who is included in excellence and who is not. Adams 12 Five Star Schools puts students first and supports our district's mission toelevate student success for every student every day in every classroom.Candidates who can contribute to our goal are encouraged to apply and to identify their strengths in this area. SUMMARY:Responsible for providing confidential administrative support to an Executive Director, Director, department(s), or administrator(s) in the district’s central administrative departments. Provides administrative support, performs secretarial duties, coordinates and prepares documents, creates and maintains spreadsheets and databases using district information technology systems, and arranges meetings and/or travel for staff. Provides information to the public regarding department/district policies/procedures. Monitors and completes tasks relating to the department/office(s) budget. ESSENTIAL DUTIES AND RESPONSIBILITIES:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Frequency and percentage of time may vary based on building, department, or office assignment. Job Tasks Descriptions: 1. Provide administrative support for a department(s) or administrator(s). Performs secretarial duties (related to department/office-specific information and needs) including, but not limited to: handling phone calls, screening and directing to appropriate person; answering inquiries, following through on requests and solving non-routine problems; screening visitors; scheduling appointments; maintaining calendars and filing systems; opens and distributes mail; handles faxes; retrieves and distributes e-mail; prepares, composes, processes, and distributes correspondence, documents, or other printed information to parents, department and/or district staff, and the community; coordinates and arranges meetings, conferences, workshops, and special events; prepares agendas and announcements; takes and publishes minutes; coordinates meeting dates; arranges rooms; outlines room set-up including AV equipment; orders refreshments; informs attendees; compiles survey and evaluation data if needed; and orders office supplies. Coordinates travel reservations for staff. Facilitates communication between department(s) and/or district teams. Ensures that legal notices are published in compliance with the law. Serves as department/office contact for parents, students, staff, third-party stakeholders, and the community for department/district issues, policies, procedures, and resources. Provides customer service support for departments and/or schools. 2. Organize, coordinate, document, monitor, assist with, and/or train others on department/office-specific projects, programs, assets, and processes, while ensuring deadlines are met. Anticipate and develop new systems and procedures as needed. Attend meetings with internal and external stakeholders regarding department/office-specific procedures and follow-up. 3. Updates, maintains, extracts, and/or inputs data into complex district databases, spreadsheets, and filing systems. Maintains data in external database as required by department/office needs. Gathers, compiles, synthesizes, analyzes, writes and formats reports, forms, submissions, and other requested data through the use of district information technology systems. Distributes reports to internal/external stakeholders. 4. Responsible for creating, preparing, and verifying reports used for billing and invoicing charges in the district financial system and distributes copies to the appropriate departments. Monitors annual budget, purchases items, generates purchase orders, completes vouchers, manages purchasing card accounts and transactions, pays invoices, prepares and processes billing for internal/external customers and department services. Prepares and maintains related files, records, and reports. Monitors department accounts to ensure expenses are paid from the correct accounts. May authorize and transfer budgets or maintain the office cash fund. 5. May be responsible for approval, verification, validating, and approving reported time in district time and labor system. May prepare and analyze time and labor reports and complete paperwork for payment of stipends and/or other pay. 6. Prepares, proofreads, and coordinates the preparation of documents. Gathers information or articles. Designs formats, charts, and layouts. Creates, manages, and maintains multimedia presentations. Types or arranges for typing. Prints or arranges for printing. Assembles information for distribution. Prepares, transcribes, processes, and archives a variety of legal documents. May be required to notarize a variety of department/office-specific documents. Maintains files of legal and confidential documents. 7. Perform other job-related duties as assigned. EDUCATION AND RELATED WORK EXPERIENCE: • High school diploma or equivalent. • Minimum of two (2) years of experience in administrative support such as office and secretarial work, word processing, or bookkeeping. LICENSES, REGISTRATIONS or CERTIFICATIONS: • Criminal background check required for hire. • May require Notary public authorization within (30) days of hire. SALARY INFORMATION: All Classified positions are paid on an hourly basis. All Newly hired classified employees are placed initially on Step 1 of the pay grade for their position. Classified employees can advance an additional 7 steps (maximum Step 8) based on their previous experience. Final hourly placement on the Classified Salary schedule is dependent on the Grade Level for the position being posted and employees’ previous work experience. “Grade” refers to position or job classification and “Step” refers to the number of work experience credit or service years. See our Classified Salary Schedule (https://www.adams12.org/our-district/careers/support) for hourly rates. For additional compensation information, please refer to The Classified Master Agreement (https://www.adams12.org/sites/default/files/uploads/documents/CLASSIFIEDMA2020.pdf) . BENEFITS INFORMATION: Adams 12 Five Star Schools is committed to providing an environment that promotes a healthy employee population able to serve our students at the highest level. We offer a comprehensive benefits package including medical, dental, vision and life insurance as well as other programs for benefit eligible employees. The employee assistance program, voluntary life insurance through PERA, and 401(k), 403(b) & 457(b) plans are available to all employees regardless of hours worked and are available immediately (upon hire date). To learn more about our benefits including paid time off, please see ourBenefits Overview (https://www.adams12.org/our-district/human-resources/benefits-overview) . APPLICATION INFORMATION: All applicants (current district employees and external applicants) should list any and all work experience, including current district experience, when completing the employment application. Please include job titles and duties that you held while doing that job. Since the Human Resource department uses the application to screen for minimum qualifications required for each job, it is important to have a complete application so you will be considered for the position you are applying for. THIS POSTING IS NOT INCLUSIVE OF THE JOB DESCRIPTION. Rev. 7/24