ADMINISTRATIVE ASSISTANT - INSTRUCTIONAL SERVICES

Transcription

1 JOB ANALYSIS South Kitsap School District Administrative Services JobSK 1007 Job Summary The job of Administrative Assistant - Instructional Services is done for the purpose/s of assisting administrators and staff; attending meetings and inservices; maintaining records; preparing documents; processing documents and supporting the directors. Identifying Information ADMINISTRATIVE ASSISTANT - INSTRUCTIONAL SERVICES Analyst Sherrie Evans Analysis Date 9/27/1999 Reviewer PSE Reclassification Committee Approval Sub Family Office/Clerical Review Date Approval Date Last Revised 7/29/2008 Department Instruction Services Bargaining Unit Public School Employees (PSE) FLSA Status Non Exempt Employment Class Classified Reports To Salary Grade PSE V Information Reviewed: September 1999: Marci Larsen and Dan Whitford (directors) were given samples of other department secretary job information October 1, 1999: Sherrie Evans met with Marci and Dan to review new job data; added detail of methods. Sent to Dan Whitford and Marci Larsen for final review. October 28, 1999 Salary schedule placement approved by PSE Executive Board. August 2002: Job titled changed from Secretary to Directors - Elementary and Secondary Education to Secretary to Director - Instructional Services with permission from PSE and reflecting a change in department. Employee Interviews October 1999: No focus group as this is a new position and no job encumbants exist at this time. Administrative and Other Review October 1, 1999: Reviewed by Assistant Superintendent for Personnel February Driver's License requirement review - identified as required due to regular use of personal vehicle for District business. 04/05: PSE JAG job title change from Secretary to Director, to Administrative Assistant and WPM change from 60 to 50. October 25, 1999: Reviewed by Job Analysis Group; initial ratings processed. December Sent out for auto review. 4/26/01: JAG review after input from employee & supvs (Ude, Wagner, Whitford). Changed methods and upgraded ratings. No change in pay level JAG reviewed in 03/04 (all rating review for EMS software upgrade to version 5.5). Responsibility, Consequences of Error changed from Frequent-Limited to Infrequent-Limited; Responsibility, Resources Required changed from Infrequent-Significant to Frequent-Moderate. JOB FUNCTIONS The attached listing of functions were identified as part of the Job Analysis process for the above job classification. The functions were determined to be either essential or marginal as defined by the Americans with Disabilities Act in accordance with guidelines developed by the U.S. Equal Employment Opportunity Commission. Job Analysis: Administrative Assistant - Instructional Services Printed 7/29/2008 Page 1

2 Job Analysis: Administrative Assistant - Instructional Services Printed 7/29/2008 Page 2

3 Assists the directors and building staff for the purpose of providing support for the performance of administrative functions. Amount of Time Serious Consequences Previous Employees Limited Number of Employees Standard office equipment and routine desk supplies. Provide secretarial services to both Directors and other administrators as requested; maintain calendars; manage the office operations; perform research; compile data and prepare reports as needed; schedule meetings, facilities and provide materials as needed; respond to walk-in parents/staff and telephone calls; analyze situations if the directors are absent and diffuse if appropriate or direct to another administrator for assistance; assist building instructional specialists, principals and other admiinstrators with data compiled from student testing. Attends meetings and inservices for the purpose of upgrading skills and gathering/sharing information. Previous Employees Standard office equipment and routine desk supplies Attend department meetings, office coordinator meetings and district in-services as directed or authorized; take meeting minutes for department and/or special meetings/events; prepare information for meetings, generate mailings to share as appropriate. Job Analysis: Administrative Assistant - Instructional Services Printed 7/29/2008 Page 3

4 Maintains records (e.g. department records, including budget data) for the purpose of ensuring accurate departmental reporting in compliance with state and federal requirements. Amount of Time Serious Consequenses Serious Consequences Limited Number of Employees Standard office equipment and routine desk supplies Analyze data and make necessary corrections to ensure accurate reporting and records maintenance; record physical inventory and compare to purchasing records; maintain department budget and inventory records and office files; maintain confidential files and correspondence, including documentation supporting staff on plans of assistance and other related legal documents; maintain budget data for grants (both small and large) related to staff training and curriculum functions including revenue and specific and detailed expenditure records; gather grant usage data from buildings and authorized users; report grant data and coordinate with district accounting department to ensure compliance; gather school enrollment data, analyze using spreadsheet software and share with administrators for staffing decisions; maintain class size and assignment data for Basic Education state required compliance and audit purposes. Prepares documents (e.g. correspondence, reports, schedules, newsletters, brochures, flyers, posters) for the purpose of facilitating effective information exchange between staff, students, parents and the public regarding department projects and activities. Amount of Time Serious Consequences Limited Number of Employees Standard office equipment, routine desk supplies and specialized software (desk top publishing) Create documents and reports using available information from various sources, including newsletters and brochures; compile information from various sources; layout, proofread and edit documents; coordinate information for distribution; prepare a variety of correspondence in support of the managerial activities of the administrators, including confidential information; research and gather information to prepare materials; create flyers, brochures and notices of meetings; electronically input and submit state grant applications through web-based processes (WEBAPPS to OSPI); gather class-size data for regular and specialized assignments; analyze the class-size and assignment data to determine the appropriate student and staff FTE counts for the state Basic Education report and for K-4 compliance. Job Analysis: Administrative Assistant - Instructional Services Printed 7/29/2008 Page 4

5 Processes documents (e.g. purchase orders, warehouse requisitions and employee time records) for the purpose of providing accurate accounting documentation and posting to proper budget accounts. Amount of Time Serious Consequenses Serious Consequences Limited Number of Employees Standard office equipment, routine desk supplies and catalogs Process purchase order requests for the directors; process requisitions from building requests that have been approved by the directors; check for vendor information, bid requirements, budget information, consultant contracts and consult with others as necessary to process orders; check accuracy of submitted purchase order and warehouse requisitions (cost, items ordered, budget codes); prepare purchase order or requisition and enter accurate information in database (WSIPC) system; compile documentation; compare sales tax/freight charges and revenue/abatement comparisons; prepare warehouse work orders and invoicing documents; review invoices and compare to purchase order information and prepare authorization for approval by directors; review employee time records (for inservice activities and some regular payroll) for accuracy and present to directors for approval; forward time records to payroll in accordance with established timelines and procedures; distribute related information as appropriate; manage distribution and collection of district-wide Levels tests booklets; prepare clock hour paperwork through Olympic ESD as requested by staff and administrators; Provides assistance to others (e.g. parents, staff, outside agencies, administrators) for the purpose of providing information and support for the department. Amount of Time Standard office equipment and routine desk supplies Limited Number of Employees Respond to inquiries (telephone, correspondence, s. etc); provide information and guidance on department policies and procedures, including in-service activities and grant information; receive, assist and direct sensitive and/or confidential telephone calls from parents and staff; research files and data to obtain information needed as requested; serve as liaison between administrators and principals, teachers and other district staff, by providing information as needed; make photocopies of materials as requested; send for information/catalogues as requested; attend inservice activities as directed for the purpose of providing support services, tending to registration materials, etc; provide backup in the absence of other department secretaries; assist with textbook adoption processes, ordering of materials, etc. Job Analysis: Administrative Assistant - Instructional Services Printed 7/29/2008 Page 5

6 JOB REQUIREMENTS The following job requirements were identified for the this job classification. The selected levels were determined to be a prerequisite to satisfactory performance of the job s functions using the usual and customary methods. COMPLEXITY These factors evaluate the overall Complexity of the job. The factors evaluate the number of tasks required to complete the job s functions and the extent to which the tasks are standardized. Each factor evaluates the relationship with people, data and equipment required to perform the functions of the job. Coordination People: There are a moderate number of factors that need to be considered when scheduling other persons and/or their activities. Data: There are a moderate number of factors that need to be considered in processing (gathering, collating and/or classifying) data. There are limited factors to be considered in operating machines, equipment, tools and/or work aids. Flexibility People: The variety of types of interactions with people is moderate. Data: There is a moderate variety in types of procedures utilized to process (gather, collate, and/or classify) data. The variety of types of methods in using machines, equipment, tools and/or work aids is limited. Diversity People: There is moderate diversity in the types of persons and/or their agendas with which one works. Job Analysis: Administrative Assistant - Instructional Services Printed 7/29/2008 Page 6

7 Data: There is moderate diversity in the types and/or sources of data used in performing the job's functions. There is limited diversity of types of machines, equipment, tools and/or work aids used on the job. Decision Making People: There is a limited amount of independent decision making required in working with people. Data: There is a moderate amount of independent decision making required when analyzing data in performance of the job's functions. There is a limited amount of independent decision making required when using (evaluating requirements, setting-up and planning the order of successive operations) machines, equipment, tools and/or work aids to perform job functions. RESPONSIBILITY These factors evaluate the overall Responsibility associated with the job. The factors determine the degree to which the job functions require responsibility for people, projects and financial resources of the organization, as well as impact of the job s functions on the organization s ability to provide services. Where identified, the function most typically associated with the selected level of responsibility is displayed. Consequences of Errors There is an infrequent opportunity for errors that may impact the organization; however, the consequences of such errors could have a limited impact on the organization s services. Job Analysis: Administrative Assistant - Instructional Services Printed 7/29/2008 Page 7

8 Resources Required Resources (people, equipment, facilities and/or funding) utilized to perform the job s functions are frequently required but moderate in scope. Financial Responsibility Job functions require operating within a defined budget and/or clear financial guidelines with moderate responsibility for the care of funds. Oversight of Others Responsibilities include leading, guiding and/or coordinating other persons. Supervision of Workload Job functions are performed under standardized and/or knowledge of past practices with supervision focusing on process and results. Job Analysis: Administrative Assistant - Instructional Services Printed 7/29/2008 Page 8

9 WORKING CONDITIONS These factors evaluate the conditions Working Conditions under which the job s functions are performed. They include both the conditions which make a job disagreeable and unpleasant as well as the amount of physical effort involved in performing the functions. These conditions generally impact the potential risk of injury to self or others. S= seldom < 5% or not present O= occasional <33% F= frequent <66% C= constant >66% Occasional Seldom Occasional Constant Seldom Occasional Seldom Seldom Strength / Endurance (lifting, carrying, pushing, pulling, running and/or throwing Coordination (climbing and balancing) Body Movement (stooping, bending, kneeling, crouching, crawling, twisting and/or turning) Upper Extremity (reaching, handling, fine finger dexterity) Temperature & Moisture Extremes (extreme changes to: cold, heat, wet and/or humid conditions) Exposure to Hazards (mechanical, explosives, chemicals, blood, and disease) Exposure to Atmospheric Conditions (fumes, odors, gases, dust and/or poor venting) Exposure to injury (under usual and customary conditions) Likely impact of injury 1 day Percent of time required for - standing: 10 walking: 20 sitting: 70 KNOWLEDGE The following factors evaluate the Knowledge requirements as a prerequisite to meet minimum performance standards of the job functions. Selected levels assumes the ability to perform at subordinate levels. Math Language Reasoning Ability to perform basic math including fractions, percents and ratios. Ability to read a variety of manuals, write documents in prescribed formats and/or present before groups. Ability to apply common sense understanding of complex multiple-step instructions in written, oral. and diagrammatic form. Education Targeted job related education that meets organization s prerequisite requirements. Specific knowledge required to satisfactorily perform the functions of the job includes: none specified. Specific abilities required to satisfactorily perform the functions of the job include: none specified. SKILLS These factors evaluate the prerequisite levels of Skills required to meet the minimum performance requirements of the job. Usually acquired through a combination of education and experience, the following factors in combination, reflect the expertise to perform the job functions. Expertise Experience Need to Upgrade Skills Expertise to perform single technical tasks. Job related experience is required. L3-Occasional Specific skills required to satisfactorily perform the functions of the job include: word processing/data entry at intermediate level required; spreadsheet skill at basic level required; database entry/processing basic level required. Required Testing Certificates & Licenses District General Knowledge Test Valid Washington State Driver's License required (must be Di t i t K b di T t t 50 f f f Job Analysis: Administrative Assistant - Instructional Services Printed 7/29/2008 Page 9

10 District Keyboarding Test at 50 wpm District Ten-Key Calculator Test able to fulfill all traveling requirements of this position, including possessing and maintaining a valid license and automobile insurance, when using a personal vehicle for District business). Continuing Educ. / Training None Specified Clearances Washington State Patrol and FBI Fingerprint Background Clearance Job Analysis: Administrative Assistant - Instructional Services Printed 7/29/2008 Page 10