Administrative Assistant Secondary South Campus

BASIC FUNCTION: Responsible forsupporting the Principal.The Administrative Assistant is responsible for providing support to the administrative team and staff as needed. This position also supervises front counter support including but not limited to answering phones taking messages directing calls coordinating general office operations and greeting and attending to visitors staff and student requests. The position will serve as a major program information resource as well as liaison between schools departments and the District office. The position answers questions and resolves conflicts involving students parents staff and District personnel through knowledge of policies and general District rules and regulations.

ESSENTIAL FUNCTIONS: To perform this job successfully an individual must be able to perform each essential function satisfactorily.

• Models exemplary service to students staff parents and community members in all interactions.
• Oversees office staff (e.g. receptionists clerks registrars) volunteers etc. for the purpose of ensuring appropriate procedures are followed and/or meeting work demands.
• Monitors assigned activities and/or program components for the purpose of coordinating activities and ensuring compliance with established requirements.
• Compiles data from a variety of sources (e.g. curriculum reports financial reports agenda items budget etc. for the purpose of complying with financial legal and/or administrative requirements

• Composes documents (e.g. letters memoranda bulletins reports forms etc. for the purpose of documenting events providing and/or requesting information.
• Coordinates a variety of programs and/or activities (e.g. meetings after school site inservice day activities workshops travel and accommodations observations etc. for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Maintains documents files and records (confidential and nonconfidential) (e.g. policy manuals correspondence financial reports student records etc. for the purpose of providing uptodate reference and audit trail for compliance.
• Maintain a daily team members attendance log and records for managing substitute or temporary employees.
• Manages personnel timesheets and monitors personnel time records to include sick leave vacation and special requests.
• Responds to inquiries from a variety of internal and external parties (e.g. staff parents students public agencies etc. for the purpose of providing information facilitating communication among parties and/or providing direction.
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.
• Completes any additional assignments requested by the assigned supervisor and/or Superintendent.
• Ability to work under stressful situations and tight timelines
• Submit orders for the office and work with vendors
• Arrange travel for the principal and staff
• Organized Professional Development logistics
• Manages personnel timesheets and monitors personnel time records including sick leave vacation and special requests.
• Responds to inquiries from a variety of internal and external parties (e.g. staff parents students public agencies etc. for the purpose of providing information facilitating communication among parties and/or providing direction.

MINIMUM QUALIFICATIONS:

1. High School diploma or equivalent. Associates degree is highly preferred

1. Minimum 5 years of administrative experience.

1. Must be able to use personal computer and demonstrate proficiency in related software (Microsoft Word Excel PowerPoint Access Outlook and Publisher) in performing job duties.

1. Bilingual in Spanish is highly preferred.

PHYSICAL AND MENTAL REQUIREMENTS

Ability to communicate effectively verbally and in writing with everyone with whom the position comes in contact. Ability to compile and analyze information and present it in an understandable written format. Prolonged periods of sitting talking reading and working on a computer. Ability to work independently under pressure and with discretion.

WORK ENVIRONMENT

General office setting

Responsible forsupporting the Teaching and Learning Office under the direction of the Assistant Superintendent of Teaching and Learning

Excellent Written skills

Prior office work required

12 Month Employee