Administrative Assistant to the Principal (LHS)

ALBANY COUNTY SCHOOL DISTRICT ONE

Laramie Wyoming

POSITION SUMMARY:

• The job of Administrative Assistant to Principal (LHS) is done for the purpose/s of providing complex and confidential secretarial and administrative support to the school-site principal and other administrators; conveying information regarding school functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities. This job reports to Principal.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

The Administrative Assistant to the Principal:

1. Coordinates maintenance on office equipment for the purpose of ensuring proper operation.*
2. Coordinates projects functions and/or program components in conjunction with a variety of other parties (e.g. facility usage honor award ceremony commencement meetings in-service events travel and accommodations facility use including assemblies graduation etc.) for the purpose of assisting in the planning of site activities and maintaining accurate scheduling for administrator and site.*
3. Maintains a wide variety of manual and electronic documents files and records (e.g. budget data financial records reports inventories supplies needed etc.) for the purpose of providing up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.*
4. Monitors budget line-item balances for the purpose of communicating to principal and others: budget balances potential budget problems.*
5. Monitors a wide variety of activities on behalf of site principal (e.g. email District software key requests program components meeting arrangements account balances master calendar etc.) for the purpose of achieving goals for site and meeting target dates in compliance with established guidelines and regulatory requirements. Oversees the work activities within the office (e.g. assignments student and staff check out etc.) for the purpose of monitoring progress and ensuring completion within established guidelines.*
6. Participates in a variety of meetings workshops and training seminars for the purpose of providing or receiving information recording minutes and supporting the needs of the attendees.*
7. Prepares a wide variety of reports documents and correspondence of a confidential and non-confidential nature (e.g. letters memorandums meeting minutes charts periodic and ad-hoc reports operational procedures manuals etc.) for the purpose of documenting activities providing written reference and conveying information.*
8. Processes purchase orders and receipts for the purpose of tracking expenditures and ensuring items are received and distributed.*
9. Procures supplies and materials for the purpose of maintaining availability of required items.*
10. Responds to a wide variety of inquiries from internal and external parties (e.g. staff parents students central administration public agencies etc.) for the purpose of providing information facilitating communication among parties and providing direction.*
11. Supports assigned administrative personnel (e.g. appointments correspondence timesheets etc.) for the purpose of providing assistance with administrative functions and responsibilities.*
12. Tracks staff absences (e.g. approval for staff professional development travel etc.) for the purpose of complying with District requirements and developing monthly absence and substitute reports.*
13. Demonstrates a sense of professional responsibility such as demonstrating ethical behavior; providing accurate data and reports when needed; meeting deadlines; maintaining confidentiality; caring for the equipment and materials; and dressing appropriately and presenting a good role model. *
14. Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.*

*Denotes essential functions

(The tasks listed under the heading of Characteristic Duties and Responsibilities are examples of the variety and general nature of duties performed by employees in positions allocated to the classification. This specification should not be interpreted to describe all the duties which may be assigned to an employee at this level nor should persons assigned be expected to necessarily perform all the duties described.)

SKILLS KNOWLEDGE AND ABILITIES REQUIRED:

• Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; and performing basic bookkeeping and record keeping.
• Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; basic bookkeeping principles; business telephone etiquette; knowledge of site programs procedures and personnel; and common office machines.
• Ability to schedule a number of activities meetings and/or events; gather and/or collate data; and consider a number of factors when using equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using a variety of standardized methods. Ability is also required to work with a wide diversity of individuals; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant interruptions; and multitasking.

ENTRY QUALIFICATIONS:

Mandatory: Minimum of high school education or GED.

Preferred: 1 years of experience working in a school is preferred.

Required Experience:

IC