Secretary/Administrative Assistant

Building Secretary / Administrative Assistant Full-Time 10 months / year Position Purpose Under the direct supervision of the principal or other school administrator, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees. Essential Functions Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for principal, or other school administrators for the purpose of requesting or providing information about school and work‑related matters, activities, events, etc. Maintains the daily/weekly/monthly calendar of the principal for the purpose of coordinating the scheduling of work‑related appointments, activities, meetings, etc. Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc. Maintains documents, files and records for the purpose of providing up‑to‑date reference and audit trail for compliance. Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office. Maintains inventories of supplies and materials for the purpose of ensuring items' availability. Assists visitors to the office, including students, parents, substitutes teachers, and others. Answers telephone calls, and provides information and assistance to callers. Distributes incoming mail appropriately; sends outgoing mail. Schedules appointments with students, parents and teaching staff or others as requested. Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution. Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, attendance, withdrawals). Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction. Serves as liaison with outside organizations (e.g., transportation, food service, suppliers) for the purpose of coordinating the scheduling of deliveries, activities, etc. Additional Duties Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school. Equipment Uses standard office equipment such as personal computer, copy machine, fax machine, telephone. Travel Requirements Limited travel to and from meetings may be required. Knowledge, Skills and Abilities Ability to describe problems and work orally or in writing to supervisor as required. Ability to establish and maintain cooperative working relationships with others contacted in the course of work. Ability to carry out instructions furnished in written or oral form. Ability to add, subtract, multiply and divide, and perform arithmetic operations. Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail). Ability to understand, navigate, and use the student information system. Ability to problem solve job‑related issues. Ability to work with a diverse group of individuals. Ability to process paperwork accurately according to standardized procedures. Ability to maintain confidentiality of information regarding students, employees and others. Ability to work well alone and with others. Organizational and time management skills. Knowledge of office management procedures. Physical and Mental Demands, Work Hazards Works in standard office and school building environments. Ability to work outdoors during outdoor student activities. Qualification Profile Graduation from high school. Successful experience with office management preferred. #J-18808-Ljbffr Washakie Co School District 1