Administrative Assistant

Primary Purpose:

Ensure efficient operation of schools administrative office and provide clerical services for schools administrative staff.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient typing word processing and file maintenance skills

Effective organizational communication and interpersonal skills

Ability to use personal computer and software to develop spreadsheets databases and do word processing

Knowledge of basic accounting principles

Minimum Experience:

One to three years of secretarial experience preferably in public education environment

Major Responsibilities and Duties:

Records Reports and Correspondence

1. Prepare written correspondence forms schedules or reports using typewriter or personal computer.
2. Prepare instructional materials meeting agendas honor rolls graduation lists and campus communication as requested using typewriter or personal computer.
3. Maintain a daily teacher attendance log and records for substitute teachers.
4. Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office according to established deadlines.
5. Maintain school calendar of events.

Reception and Phones

1. Schedule meetings and appointments and maintain calendar for principal.
2. Assist students teachers and parents as needed.
3. Receive incoming calls take reliable messages and route to appropriate staff.

Files

1. Maintain physical and computerized files including mailing lists student records visitor logs and office communication.

1. Update handbooks policy manuals and other documents as assigned.

Accounting and Inventory

1. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
2. Prepare and process purchase orders.
3. Receive store and issue supplies and equipment.
4. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and Ledger(s)
5. Assist with coordination of faculty meetings and campus activities.
6. Assist with campus budget preparation.
7. Maintain inventory of fixed assets equipment and supplies.

Other

1. Sort distribute or deliver mail and other documents.
2. Administer medication to students check temperatures and notify parents of student illness in nurses absence.
3. Maintain confidentiality.

Supervisory Responsibilities:

Monitor the work of campus secretaries and clerical aides.

Equipment Used:

Personal computer typewriter printer copier fax machine and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping pushing/pulling and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Occasional districtwide and statewide travel; frequent prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.