Job Description


CATEGORY: Classified

TITLE: Administrative Assistant Intermediate


Provide administrative office support to a program or department requiring confidentiality and
maintenance of specialized databases. Communicating information on behalf of the Finance department
with school district staff, other school districts, public agencies and the public.


1. Education and/or experience equivalent to a High School Diploma or GED
2. Associate’s Degree from an accredited college or university in Public Administration or related
field preferred
3. Two (2) years of progressively responsible secretarial administrative support experience
preferably in a finance/purchasing setting.
4. Completion of District administered skills tests

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act,
may include any of the following tasks, knowledge, skills, and other characteristics. This list is
ILLUSTRATIVE ONLY, and is not a comprehensive listing of all duties and responsibilities performed by
incumbents of this class.)


- Performs purchasing functions that include, but are not limited to entering purchase requisitions,
processing change orders, processing returns for departments and schools, researching
purchase order status and issues, reprinting purchase orders, and answering purchasing related
- Assists the purchasing department with setting up new vendors and maintaining vendor files
including W-9 verification, updating and maintaining vendor certificates of insurance, updating
purchasing co-op contract books, recording bid/proposal receipts and tracking contract renewal
- Supports the purchasing department by providing assistance with administrative functions,
special projects, scheduling appointments and setting meetings as needed.
- Assists the Finance department with various clerical tasks as needed including filing, distributing
department mail, copier maintenance, and screening phone calls.
- Assists the Finance department with receiving and receipting revenue, processing trip reduction
awards, and providing back up during lunch and absences.
- Records and stores purchasing and accounts payable documents according to District, State and
Federal records retention regulations.
- Perform other duties as assigned.


- Knowledge of federal, state and District rules, regulations, policies and procedures related to area
of assignment
- Knowledge of complex computer applications
- Knowledge of file maintenance/recordkeeping practices and procedures
- Knowledge of business writing/correspondence
- Knowledge of general office practices and procedures
- Knowledge of general office electronic and telecommunication systems - Skill accurately and efficiently compiling, analyzing and interpreting complex reports
- Skill accurately entering, maintaining, updating and retrieving information from several databases,
and using District applications for information
- Skill researching and gathering information of a confidential nature
- Skill utilizing verbal and written communication in the preparation of data, reports and
- Skill utilizing customer service techniques responding to requests, inquiries and complaints.
- Skill establishing priorities and handling multiple projects simultaneously
- Skill establishing and maintaining effective working relationships


Fast paced general office environment may have extensive student and public contact.


Repetitive motion and eye strain through extensive utilization of computer hardware and software.
Mostly sedentary work.
Frequent standing, stooping, bending and reaching.
Occasionally lifting, pushing or pulling up to 25 lbs.

WORK YEAR: 12 months

DEPARTMENT/SCHOOL: Finance Department


REPORTS TO: Purchasing Supervisor

EVALUATION: Classified Personnel Evaluation


PREPARED: March 2000

REVISED: August 2019

Application Instructions

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