Administrative Assistant
Provides comprehensive administrative support to the principal, department head or other administrative personnel. Essential functions include receiving telephone calls, correspondence, deliveries and visitors, and responding or referring appropriately. Prepares, types, copies, mails, and files materials such as correspondence, reports, and bulletins. Schedules appointments and meetings. Assists in preparation of materials and in the use of office equipment. Provides backup and assistance to other clerical areas. Complies with and maintains knowledge of all policies and regulations pertinent to the district, school and/or department. Places work orders for school or department. Processes routine office forms, including sick/vacation leave, payroll, purchase orders, printing requests, etc., as assigned or directed. Maintains employee files. Compiles statistical reports as assigned or directed. Performs bookkeeping functions as assigned or directed. Manages grant requests and monitors administrative details following approval.
Specific duties for school-based/guidance include preparing transcripts, scheduling appointments, and managing correspondence for guidance staff. Assists parents with DSS or other forms. Gathers academic work for students who are absent or attending alternative schools. Assists counselors, social workers, and Community Development Facilitator as needed. Ensures accuracy of enrollment, transfer, and withdrawal procedures as assigned or directed. Maintains strict confidentiality of sensitive data and adherence to local, state, and federal guidelines.
Qualifications include an associate's degree or equivalent from a two year college preferred, high school diploma and one year relevant office experience; or general education degree (GED) and three years relevant office experience. Proficiency in the use of Microsoft Office products including Word, Excel, Outlook and PowerPoint is required. Ability to use the Internet for research applications. Minimum of 60 wpm. Database management skills are desirable. Must possess working knowledge of common office equipment, such as fax, copier, calculator, etc.
Physical demands include lifting items needed to perform the functions of the job, sitting, standing and walking for required periods of time, speaking and hearing, using close vision, color vision, peripheral vision and depth perception along with the ability to focus vision. Communicate effectively in English, using proper grammar and vocabulary. American Sign Language or Braille may also be considered as acceptable forms of communication. Reach with hands and arms and use hands and fingers to handle objects and operate tools, technology equipment, computers, and/or controls.
Workplace expectations include working effectively with and responding to diverse cultures or backgrounds. Demonstrate professionalism and appropriate judgment in behavior, speech, and dress in a neat, clean and professional manner for the assignment and work setting. Have regular and punctual attendance. Follow all District policies, work procedures, and reasonable requests by the proper authorities. Adhere to confidentiality as directed by Federal, State and Local Laws/Regulations; and in accordance with district administrative rules as it pertains to sensitive information, employee information and student information.
