Administrative Assistant

JOB TITLE: Administrative Assistant to the Asst. Superintendent of Secondary Schools


CLASSIFICATION: Operational Support Staff Lvl 7


PAY GRADE 17: $21.53 to $22.63 hourly (based on education and experience)


LENGTH: 8 hours daily / 260 days yearly


REPORTS TO: Assistant Superintendent, Secondary Schools

Fully benefited to include medical, dental, vision, life, sick, personal, vacation and state retirement (PERF).


SUMMARY: Provides administrative and office support to the curriculum department.


QUALIFICATIONS

REQUIRED :

• Education & Experience - High School Diploma with a minimum of four (4) or more years in administrative, accounting/bookkeeping or secretarial position in a similar sized school district or equivalent setting;
• Technology - Proficient to advanced computer skills including Excel, Word, and Google platform;
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs;
• Communication - Listens and gets clarification; Responds well to questions; Participates in meetings. Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Able to read and interpret written information.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently: Follows policies and procedures. Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; Self starter and independent worker;
• Professionalism - Maintains confidentiality; Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

A Bachelor's degree in Business Administration or a related field preferred .

RESPONSIBILITIES

• Work with the strictest confidentiality on any job assigned by the department Administrator(s).
• Maintains and organizes office filing systems for correspondence, contracts, staff information, and all other data.
• Assists leadership in preparing grant applications and reports.
• Maintains third party custody requests.
• Manages the ordering, inventory and distribution of curriculum materials as needed for the department (example: PLTW kits)
• Does data entry for requests for adding, transferring and changes in the performance management system (currently the PIVOT system).
• Manages the day to day processing of Purchase Orders.
• Oversees the processing of field trip and fundraising forms and ensures the timeliness of the processing to include providing information for school board approval as necessary.
• Receives, compiles, tracks all transfer requests for all schools and ensures completion of the process.
• Maintains and tracks virtual academy requests and assists with the transition.
• Maintains all account records; works with the Business Office to ensure that all accounts are accurate.
• Receives and processes purchase orders in a timely manner; log-ins and out received materials, correcting errors with originating company.
• Scans and maintains district student records and provides the records to individuals as requested in accordance with district and state requirements.
• Prepare mileage statements for district level staff
• Time-cards - processes timecard as received by ensuring the accounting information, pay and appropriate signatures are documented to include logging the information and providing the information to the payroll department.
• Serves as backup to the district receptionist.
• Supports the curriculum department with special projects as necessary
• Provide general administrative support; maintain filing system, read and process incoming mail, transcribe letters and/or other necessary files, make copies, scan documents, answer telephones, schedule meetings, and reserve facilities
• Orders office supplies, kitchen supplies, and meals as necessary.
• Performs other related duties as assigned by administration or their designee.

SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities.

PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 40 pounds.


The employee shall remain free of any alcohol or nonprescribed controlled substance abuse in the workplace throughout his/her employment in the Corporation.