Grade Level II: Administrative Assistant II

Administrative Assistant II (12 Month)

Reports to: Principal, Assistant Principal

Level: Classification II 12 Months

Qualifications: Required experience or training proficiency in Microsoft Word and Excel. Typing skills of 60 words per minute. Sound foundation in grammar and spelling. Ability to lead and direct. Aptitude for detailed work. Knowledge of filing and record keeping. Ability to work independently. Ability to maintain confidential information in a professional manner. Ability to follow directions and establish good rapport with faculty, staff, and students.

Desired experience or training: Bilingual. Post high school education. 2-5 years of secretarial experience. Understanding of main office procedures. Working knowledge of computer operations.

Special requirements of the position: Evidence of successful experience and of a strong attendance record. Willingness to schedule vacation around job requirements. Ability to work well under pressure and meet deadlines. Expected to serve as backup person for at least three or four other persons in the office in case of emergency. Professional demeanor and attitude. Trustworthy, able to respect confidentiality. Familiarity with office organization techniques. Capable of multitasking; strong time management. Well-organized, detail-oriented. Strong writing ability. Excellent verbal communication. Proficient with computers, especially in MS Office.

Position Responsibilities: Ideal candidates for the position need to be comfortable being the primary point of contact for all manners of inquiries and requests. Secretary duties and responsibilities include responding to calls, emails, and routine letters; directing inquiries to the appropriate person in a friendly professional manner. Welcoming and greeting students and families that visit the Special Education Office. Managing correspondence between student, family, attendance office and others that relate to matters of the Special Education Office. Managing schedules and calendars; maintaining content management system (Power School). Managing records housed in the Special Education Office. Maintaining budget and purchasing supplies for the Special Education Office; tracking inventory of Special Education Office supplies. Writing and distributing routine reports; compiling data and preparing reports. Proofreading and editing documents to ensure proper spelling and grammar as well as compliance with company policy; recommending revisions as needed. Maintaining updated contact information for company students, parents, suppliers, as related to the function of the Special Education Office; keeping such information confidential. Having current knowledge of information pertinent to processes, policies and procedures related to student records and the Special Education Office. Fulfilling other secretarial duties as needed. The ideal candidate for the position of secretary can prioritize tasks and is motivated to complete work with minimal supervision.