Administrative Assistant (Attendance) - Level 2

Administrative Assistant - Level 2

The Administrative Assistant for the Attendance Office works with the Deans and/or the Office Manager to meet the administrative and clerical needs of staff, students, and community. This role assists with processing student and staff attendance details/records.

Qualifications

• High School Diploma or GED, required
• Bachelors or Associates Degree, preferred
• Minimum of 3 years of relevant work experience supporting administrative/executive level staff in professional or school setting
• Bilingual preferred, Spanish
• Possess outstanding organizational and time-management skills, ability to set and meet deadlines.
• Demonstrated proficiency in the use of the following software Microsoft Office (especially Word and Excel) and Google Apps. Knowledge of Infinite Campus or other Student Information System a plus.

Essential Functions

The criteria indicated below are intended to describe various types of work that may be performed. The exclusion of specific responsibilities does not prohibit them if the work is similar, related, or a logical task of the position.

• Document and record daily student attendance in the Deans' office
• Provide administrative support for Deans and department staff
• Provide backup support for the Administrative Assistant for other departments
• Work with department staff to meet the needs of students, staff, and community;
• Manage calendars and schedule meetings for the Deans and department staff
• Work on several financial aspects, such as monitor budget accounts, reconcile credit card statements, etc
• Work collaboratively and independently on specific projects
• Interact with students on issues ranging from requests for appointments to crisis situations
• Support department specific tasks, events, assessments, etc as directed by the Department Chair

Language Skills

Communicates clearly both in oral and written format with all constituents of the District 113 community. Effectively present information and respond to questions from constituency groups. Apply knowledge of current research and theory in a specific field. Establish and maintain effective and collaborative working relationships with students, staff and the school community. Perform duties with awareness of all district requirements and Board of Education policies.

Mathematical and Technical Skills

Strong technology skills, including standard Microsoft Office suite / Google Workspace, Skyward, Infinite Campus, Blackboard, along with other software systems as needed. Calculate figures, estimates, proportions, and percentages. Apply concepts of basic algebra and geometry.

Reasoning Ability

Define problems, collect and organize complex data, establish facts, and draw valid conclusions. Interpret an extensive variety of verbal and written instructions and deal with multiple abstract and concrete variables. Exercise initiative, independent judgment, and discretion.

Contacts Outside Your Own Department:

Build positive relationships with constituents of the District 113 community that includes, teachers, school staff, administrative team, Board of Education, parents/guardians, students, and the community.

Physical and Mental Demands:

• While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, write, type, speak, listen, and taste or smell.
• The employee is regularly required to communicate with staff and others.
• The employee is frequently required to use hands and/or fingers, handle, feel or operate objects, tools or controls.
• The employee may occasionally be required to climb or balance; and stoop, kneel, crouch, twist, reach or crawl. The employee must frequently lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Specific psychological demands of this job include the ability to remain calm under stress levels associated with job demands which include managing multiple tasks, setting priorities, and working on time-sensitive projects with tight deadlines.

Working Conditions:

• In the work environment, this role is regularly exposed to office environmental conditions.
• The noise level in the work environment is usually moderate with regular exposure to loud classrooms, hallways, cafeterias or sports venues.
• The employee is regularly required to meet deadlines with severe time constraints and interact with the public and staff in addition to meeting multiple demands from several people.
• The employee is frequently required to work irregular or extended work hours, which may include evenings or weekends.

Safety:

As a part of the District workforce, this role is responsible for being aware of, modeling and contributing to the maintenance and implementation of all District safety policies and procedures. The role positively contributes to the safety, well-being and work output of students.

Required to:

• Use good safety awareness and judgment
• Follow policies
• Report potentially unsafe conditions
• Follow manufacturer safety instructions when using equipment
• Follow agency ergonomic policies and procedures

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.