Administrative Assistant

Administrative Assistant

The Administrative Assistant coordinates office and clerical support to assist with the efficient operation of the school district and to assist the building administrator with the routine operations of the activity program, maintenance of records and organization of all work required for a well-operating office and activity program. To accomplish these tasks, the Administrative Assistant works closely with the staff and administration of USD 321.

Principal

Experience as a secretary or comparable experience.

A reasonable degree of proficiency in typing and computer operations.

Working knowledge of basic office procedures and the operation of common office equipment and machines.

Health and Inoculation Certificate on file in the District Office.

(Other requirements set by USD 321 Board of Education)

Knowledge, Skill and Abilities

• Coordinate and provide office and clerical support to assist with the efficient operation of the school.
• Maintain contact with all classified staff and communicate information to them.
• Coordinate, train, and supervise student assistants.
• Appropriately operate all equipment as required.
• Comply with all district policies, rules and regulations.
• Communicate effectively with all members of the school district and community.
• React to change productively and handle other tasks as assigned.
• Support the value of an education.
• Support the philosophy and mission of USD 321.

Physical Requirements/Environmental Conditions:

• Requires the ability to sit and/or stand for prolonged periods.
• Requires the ability to manually move, life, carry, pull, or push heavy objects or materials.
• Requires the ability to stoop, bend, and/or reach.
• Must be able to work in noisy and crowded environments.
• Requires the ability to use a computer for prolonged periods on a daily basis.
• Requires regular attendance and/or physical presence at the job.

Coordinate and supervise office and clerical support.

Maintain principal's calendar and appointment schedule and assemble material for meetings.

Maintain main office and principal's files.

Screen and route incoming mail, receive and distribute electronic mail.

Type and distribute correspondence for the principal.

Compose and copy correspondence, reports, bulletins, records, and other materials.

Obtain, gather, and organize pertinent data as needed.

Maintain an orderly filing system.

Receive all incoming calls for principal and assist with other incoming calls and visitors, directing them to the appropriate person/department.

Assist students, faculty, parents, and other guests who come into the office.

Assist in planning meeting agendas, and assist in preparing meeting summaries.

Assist in preparing financial reports.

Assist with enrollment.

Maintain faculty roster, faculty addresses, emergency school closing notification sequence, room usage, class count, key log, etc.

Maintain faculty/staff leave request file and record all staff absences.

Assist with faculty checkin and checkout. (Fall and Spring)

Distribute office passes and notes as necessary.

Maintain and submit a monthly daily log of school hours completed and submit to Superintendent's office monthly.

Record compensation time for staff members per the negotiated agreement.

Approve substitute requests and records.

Assist with all plans for graduation including program, seating, instructions, meetings, etc.

Update student and faculty handbooks and submit to printer.

Adhere to all district health and safety policies, including all precautions of the Bloodborne Pathogens Exposure Control Plan.

Other duties as assigned by the principal which are consistent with the general requirements and qualifications of the position.

Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on Evaluation of Nonprofessional Personnel.