POSITION TITLE : ASSOCIATE III                                                    REPORTS TO: SENIOR SUPERVISOR

OVER-TIME STATUS: NON-EXEMPT                                                  PAY GRADE: 107A

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JOB SUMMARY:

The Administrative Associate III coordinates office services such as records control, memorandums, customer service, and other administrative activities for School/Department.  This position will interpret operating policies; exercises independent judgment in the resolution of administrative problems. There are frequent interruptions, changing priorities, extensive walking and occasional work in inclement weather (rain, snow, sleet, hail, etc). May receive additional instruction from other department leaders or school administrators of Portsmouth Public Schools.

 

ESSENTIAL DUTIES:

• Coordinates and implements office services such as records control, projects and other administrative activities that are needed for the department. Analyzes unit operating practices such as record keeping systems, forms control, office layout, personnel requirements, creating new systems or revising established procedure;
• Processes, schedules, receives payment and completes all items in relation to Building Use Agreements
  • Interprets and communicates operating policies.
  • Coordinates collection and preparation of financial and operations reports.
  • Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
• Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
• Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems. Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
• Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
• Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
• Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
• Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries
• Performs related tasks as required.

JOB SPECIFICATIONS/PHYSICAL REQUIREMENTS:

Ability to adapt to various deadlines and priorities. Knowledge of basic computer functions and programs such as email, word processing,and spreadsheets. Advanced knowledge of Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook). Ability to maintain accurate records. Ability to effectively disseminate all required material to staff by a given deadline. Ability to use sound judgment and make independent management decisions when necessary. Ability to effectively and tactfully communicate with custodial staff, school administration, colleagues, and all levels of supervision. Ability to effectively and tactfully communicate with students and parents if necessary. Ability to effectively and tactfully communicate with vendors and visitors.  Ability to prepare written reports and other correspondence.

This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires stooping, reaching, standing, pushing, pulling, lifting, and fingering; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and
analyzing written or computer data, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

 

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from high school; previous clerical and office experience. Human Resources experience preferred.

 

APPLICATION PROCEDURE:

All applicants please submit an on-line application along with  copies of supporting credentials and 2 references.  Be sure to connect your application to the advertised position.

 

PORTSMOUTH PUBLIC SCHOOLS IS AN EQUAL OPPORTUNITY EMPLOYER