Metro

Knowledge, Skills, and Abilities

• Comprehensive knowledge of desktop computer hardware and software systems, including software products such as Microsoft Office or Google Apps and multi-faceted data or database management systems;
• Thorough knowledge of the processes and procedures used within the department and district-wide;
• Ability to:
  • write grammatically correct routine business correspondence;
  • interact with individuals from diverse backgrounds for different purposes in different contexts;
  • foster a positive and effective working environment and cooperative working relationships;
  • work independently and follow through on assignments with minimal direction;
  • set priorities which accurately reflect the relative importance of job responsibilities;
  • perform effectively in environments with workload changes and competing demands with minimal direction;
  • enter accurate data, review for accuracy, and perform functions to develop and create data reports;
  • maintain confidentiality when handling sensitive and personal information;
  • recognize, recommend, and provide input into the implementation process of a more effective method to work operations.
• Working knowledge of mathematical processes and number concepts and perform complex calculations;
• Thorough knowledge of general fund accounting, expenditure tracking, and general business practices to effectively monitor budgets;

Essential Functions

• CORRESPONDENCE:  Formats and types a full range of correspondence such as memos, form letters, reports, agenda notes, etc. from rough draft, transcription, department templates, and/or develops own communication documents to disseminate pertinent information to customers or internal staff.  Proofreads for content.  Edits using knowledge of grammar, punctuation, and spelling;
• FILING:  Designs filing systems.  Organizes and maintains individual and department files (including confidential files).
• REPORT GENERATION/WRITING:  Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations;
• INTERPERSONAL:  Provides excellent customer service while adhering to departments customer service guidelines.  Answering sensitive elevated issue type phone calls, e-mails, and other correspondence details in a timely and consistent manner.  Supports the supervisor by interpreting established policies and procedures, etc.  Troubleshoots by relieving the administrator of some administrative detail.
• SUPPORTING ROLE:  Arranges and coordinates meetings (including space, equipment).  Researches, assembles, and coordinates meeting materials (e.g. charts, graphs, reports).  Makes travel arrangements;
• OFFICE MANAGEMENT:  Authorizes purchases and payments (within prescribed limits of authority).  Completes processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.).  Provides input and prepares documentation for division and/or site budget.  Monitors time and attendance issues. Coordinates budget control and monitoring.  Designs and initiates new forms and procedures to facilitate workflow.  Provides support & training as needed to others.  Performs related duties as required;
• DATA MANAGEMENT/PROOFING:  Manages and enters detailed entry of specific data elements. Types with a high degree of accuracy and speed.  Verifies data entered by incumbent or someone else and makes corrections as necessary;  Critically analyzes final products for missing or nonsensical data;
• PROCESSING:  Handling (paper, records, etc.) by systematically organizing them, recording or making notations on them, following up with appropriate action;
• RECORDS MANAGEMENT:  Maintains and updates Document Management System software as well as computer network file environment.  Understands and follows District Records Retention Schedule, record destruction policy and department procedures related to records.  Ensures sensitive information and data privacy documents are either kept or shredded as deemed appropriate;
• INDEPENDENT PROBLEM SOLVER/CRITICAL THINKER:  Uses independent judgment when communicating with internal and external customers.  Requires minimum direction from supervisor or others in all job functions. Regularly recognizes, recommends, and provides input into the implementation process of a more effective method to work operations.  Exercises critical thinking when responding to requests and producing/examining processes or documents;
• TECHNOLOGY:  Works with district provided hardware technology and systems using these tools to perform functions of the job.  Shows an aptitude for and an interest in applying technological innovation to their work.  Comfortable with using and learning new skills in areas of technology with minimal support and training.

Job Expectations

• Administrator Support
  • Efficiently schedule and manage administrator’s calendar to maintain a balance of meetings, work time, and time at our sites.
  • Review and sort administrator’s email for maximum efficiency, respond on administrator’s behalf as appropriate as agreed upon with supervisor
  • SIL Playbook – review and maintain a system that ensures the Supervisor has the information, tasks, and deadlines to follow through effectively
  • Track and coordinate all staff evaluations
  • Human Resources/Staffing
    • Hiring
      • Submit requisitions for open positions
      • Schedule interviews when needed, assemble interview questions and responses and return to HR
      • Temp hires
      • New hires – follow onboarding process (provide with a device and walkie, confirm mentor, etc.)
      • Summer employment – temp hires as needed, interviews and hiring as needed
    • Workflowgen – submit staff status changes as needed throughout the year
  • Finance
    • P-Cards – complete monthly reconciliation for personal p-card
    • Process deposits
    • Review employee expense forms, code and process
    • Support budget tracking and management as needed or directed
    • Coordinate staff development pre-approval forms, register staff for out of district professional development
  • General
    • Admin Support Playbook – review, reference as needed, complete tasks according to deadlines
    • Coordinate staff development CEUs in PD Central – enter sessions, sign in sheets, mark attendance
    • Participate in professional learning opportunities per 284 contract
    • Attend and participate in trainings offered by District/Operational departments in order to support division/department effectively and efficiently