Administrative Assistant

Confidential Administrative Assistant Serves as confidential administrative assistant to the principal and as a facilitator for the school public being served. Maintain discretion and loyalty with confidential information. Other duties may be assigned. Essential duties and responsibilities include: Maintaining building's petty cash funds Assisting with planning and organization of elementary activities and staff gatherings Responsible for the building's budget (petty cash, requisitions, monitoring, mileage and travel forms, etc.) Mail distribution (postal and interschool) Maintain building calendar of events and facility requests Deposit/record all income for the school in compliance with procedures to ensure accuracy Dispense medication to students pursuant to policies and law requirements and procedures Provide basic first aid to students such as ice, bandages, etc. Process student lunch counts Maintain and troubleshoot office equipment Process student immunization records Serve as a resource for employees, volunteers, students, parents, visitors, and the community Process student progress reports Assist the Principal as requested with professional and community organization involvement Orient sub teachers, volunteers, and noon aides to the building Facilitate student transportation for the building assigned Makes and receives telephone calls, takes messages, routes calls Processing overload/stipend payments for building staff Processes attendance/payroll for the building staff Processes the Fourth week student count report Organization of Student registration Organization of Parent/Teacher conferences for the building Preparation of the school newsletter Schedule monthly faculty meetings, and any other school-related meetings Maintains building personnel files Tracking of probationary process for teacher tenure Processing evaluations of building staff Maintains school records and files for building, principal and related requirements Reviews Principal's mail, brings attention to important pieces of mail Greets visitors Types, prepares, distributes, files records/reports correspondence etc. related to building functions and Principal needs Assists/orientates substitute teachers Delegates work as applicable to the position Takes/transcribes notes for correspondence and meetings Attend Open House and parent teacher conference as required Public relations representative to parents and citizens Supervisory responsibilities include volunteers. Qualification requirements include: High school diploma or general education degree (GED); and minimum of two years previous office experience Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals Ability to write routine reports and correspondence Ability to speak effectively before parents, staff, students and the community Demonstrated effective phone etiquette Ability to perform basic math computations including rates, ratio, and percents using whole numbers, common fractions, and decimals Accounting skills required for budget purposes Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form Ability to deal with problems involving several concrete variables in standardized situations Ability to use good judgment in decision-making Ability to successfully pass basic competency and computer skills testing assessments and ability to successfully pass a typing test at 30 words per minute with a high degree of accuracy Ability to proficiently operate a personal and mainframe computer and related software (Microsoft Word, Access, Excel, Powerpoint, CIMS, Internet, etc.) Ability to develop effective working relationships with students, staff, and the school community Ability to maintain a calm demeanor and remain professional in stressful situations Ability to communicate clearly and concisely, both orally and in writing Ability to perform duties through knowledge of all district requirements and Board of Education policies Ability to prioritize work and organize work; with delegating as appropriate Demonstrated ability to deal with confidential information with a high degree of discretion and loyalty Physical demands include: Sitting and talking or hearing almost continuously Occasionally walking and standing Occasionally reaching with hands and repeating the same hand, arm or finger motion many times as in typing Occasionally lifting and carrying up to ten pounds and pushing/pulling up to 30 pounds Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus Work environment characteristics include: Interacting with the public, staff and students Meeting multiple demands from several people with short notices, deadlines, and shifting priorities Being distracted and interrupted by people, phone calls, noise, etc.