Administrative Assistant II

Job Description:

The Administrative Assistant II provides administrative support to executive level leadership and the human resources department; acts as liaison between the administrator and other parties; monitors assigned programs and projects; ensures smooth and efficient operation of the assigned department.

Qualifications:

• Education: High school diploma or equivalent.
• Experience: Job related experience within specialized field with increasing levels of responsibility required.

Essential Functions:

• Coordinates meetings and activities in support of assigned administrative personnel's operational activities.
• Evaluates interactions, situations and events (e.g. involving other staff, students, parents, the public, etc.) and takes appropriate actions and/or directs to appropriate personnel for resolution.
• Maintains inventory of office supplies for the purpose of ensuring items' availability.
• Monitors assigned departmental activities and/or program components (e.g. payroll, travel arrangements and reimbursements, meetings and events, etc.) to ensure goals are achieved, target dates are met and financial, legal and/or administrative requirements are satisfied.
• Prepares a wide variety of written materials (e.g. Board Summaries, reports, memos, letters, financial information, minutes, etc.) to document activities, provide written reference and/or convey information.
• Processes a wide variety of documents and materials (e.g. payroll adjustments, leave slips, employment verifications, course reimbursement, budget adjustments, etc.) to disseminate information in compliance with program, district, state and/or federal requirements.
• Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) to provide information for addressing a variety of administrative requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) to provide information, facilitate communication among parties and/or provide direction.
• Serves as a resource to other support staff to provide direction and/or technical support with assignments.
• Relieves assigned administrator of routine administrative tasks.
• Assists other personnel as may be required to ensure an efficient and effective work environment.
• Attends meetings and workshops to record events, convey and/or receive information.
• Performs other related duties, as assigned, to ensure the efficient and effective functioning of the work unit.

Receptionist Functions:

1. Front Desk Management:

• Serve as the first point of contact for visitors to the Human Resources office, providing a welcoming and professional environment.
• Answer and direct incoming phone calls, emails, and inquiries to the appropriate HR staff members or departments.
• Maintain an organized and efficient reception area, ensuring resources such as forms and informational materials are readily available.

2. Administrative Support:

• Perform general administrative tasks, including scheduling appointments, organizing meetings, and managing calendars for HR staff.
• Assist with processing and filing HR documents, including employment applications, employee records, and onboarding materials.
• Support data entry into HR systems and maintain accurate records for tracking purposes.

3. Compliance and Confidentiality:

• Handle sensitive information with discretion and maintain strict confidentiality in all HR matters.
• Ensure compliance with ACPS policies and procedures when interacting with employees and the public.

4. Problem-Solving and Customer Service:

• Address issues and concerns brought up by employees, applicants, or visitors, escalating to HR staff when necessary.
• Proactively resolve or facilitate the resolution of issues to ensure a positive experience for all stakeholders.

5. Technology and Office Equipment:

• Use office equipment, such as copiers and scanners, to assist with HR document processing.
• Navigate HRIS systems and other technology platforms to support day-to-day operations.