Professional Assistant III, Learning and Teaching

Summary

The Professional Assistant III is responsible for providing administrative support to the Assistant Superintendent of Learning and Teaching, the Director of Instructional Technology, and Instructional Technology Department team members.  The Incumbent in this position provides a high level of clerical support, plans meetings, and overall office management.  The Professional Assistant III responds to departmental inquiries providing information relating to FCS policies and procedures, referring only complex inquiries to the supervisor. The Professional Assistant III is also responsible for monitoring, tracking, and reconciling budget activity in the SAP system.

Essential Duties

• Monitors department budgets to ensure balance accuracy and reconcile expenditures
• Maintains the departmental calendar to include official business, meetings, conferences, and other department events
• Processes applicable data utilizing the SAP system to include employee data, payroll, purchasing, invoices, and budget related information
• Answers telephone in a courteous and tactful manner and attempts to resolve complaints in a calm and courteous manner
• Monitors inventory of office supplies required for area of responsibility (e.g., photocopy supplies, office supplies, etc.) and orders additional materials as required within budget parameters
• Performs various clerical and secretarial support work associated with special projects such as conference and academic competitions for the department
• Maintains highly confidential data utilized by the supervisor/department
• Receives and screens telephone calls, letters and/or visitors; Responds to requests and correspondence on own initiative and as directed by supervisor
• Compiles and assimilates information to prepare budgets for the District
• Identifies and provides solutions to routine business matters requiring minimum direction from the supervisor
• Prepares, types, and processes correspondence and other documents to ensure accuracy, completeness, and timeliness
• Creates, maintains, and manipulates data (e.g., spreadsheets, databases, graphics, etc.) to generate reports and to locate information found in documents, correspondence, etc.
• Receives, sorts, and distributes department mail in an accurate and timely manner; Ensures that all mail received is forwarded to the appropriate person and/or destination; Collects and prepares outgoing mail for the department
• Maintains current contact list (e.g., phone numbers [office and cell], e-mail addresses, etc.) of all District personnel to ensure people are easily accessible for contact
• Schedules travel and maintain itineraries for employees within the department
• Schedules and maintains department’s conference room and classroom reservations ensuring proper equipment is available and set up as required/requested
• Coordinates arrangements for academic competitions, meetings, conferences, and travel through interaction with customers, suppliers, and employees on behalf of the supervisor
• Supports the FCS Vanguard Team with administrative tasks aligned with essential duties
• Collaborates with Information Technology to distribute and maintain devices for the FCS Vanguard Team
• Performs other duties as assigned by the appropriate administrator

Required Education

Certification/Licensure

Experience Qualifications

Knowledge/Skills/Abilities

Working Conditions

Physical Demands