Administrative Assistant - Elementary

Class Title: Administrative Assistant - Elementary/Pre-K Schools Classification: 200 days (10 days before school starts and 10 days after school ends) 7.5 hours per day Department: School (Elementary, Early Learning Center, and Pre-K Schools) Immediate Supervisor: Principal CLASS DESCRIPTION Under the direction of the Principal, the Administrative Assistant performs a variety of administrative and support work, which requires broad knowledge of practices and procedures. Serves as administrative assistant to the school principal and staff. This position requires a thorough knowledge of all school functions, procedures, building facilities, and applicable district and school rules, regulations, and policies. Greets and interacts with the public, and works cooperatively with staff, students, and parents. ESSENTIAL DUTIES AND RESPONSIBILITIES Meet and interact with employees, parents, and the public in routine situations that require courtesy, tact, and discretion. Serve as the first point of contact when visitors enter the building, following district policy and protocol. Exercise considerable discretion in the protection and release of confidential information, and in the interpretation and administration of policies and procedures, within guidelines set by the Principal. Verify Aesop reports for accuracy daily. Perform a variety of clerical duties involving routine matters. Establish, maintain, and monitor accurate, neat, and efficient electronic and manual filing systems. Sort and classify incoming mail and other information for efficient disbursement to appropriate recipients. Compose letters, memoranda, reports, surveys, lists, bulletins, flyers, calendars, and other materials. Compile information from various sources onto a variety of standardized forms. Handle confidential information with complete security. Gather and prepare appropriate attendance information using various computer programs. Schedule and coordinate meetings and appointments for the Principal. Assist with tracking information for the school breakfast, lunch, and milk programs. Respond to student needs for medical attention in the absence of the school nurse. Determine the degree of illness or accident and arrange for appropriate medical treatment. Track student enrollment and dismissals, and send record information upon request. Create and track purchase requisitions for supplies and submit them to the Business Office. Create payroll memos regarding employee payment for stipends, extracurricular activities, coverage, etc. Submit to the Human Resources Office for verification. Perform all other related duties as assigned by the Principal. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of administrative assistant practices and procedures. Ability to handle confidential and sensitive information. Ability to proficiently operate office technology and equipment (e.g., computer systems, calculator, telephone system, fax, copier, etc.). Ability to learn and proficiently use various school-related systems and databases. Ability to proficiently use computer programs such as, but not limited to, Word and Excel. Working knowledge of district and school rules, regulations, and policies applicable to the area of assignment. Ability to work effectively with district personnel, administrators, staff, students, volunteers, parents, outside agencies, and the general public. Ability to communicate effectively, both verbally and in writing. Ability to multitask and prioritize work to meet strict deadlines. Ability to learn school enrollment, transfer, attendance, and meal program record-keeping systems and reporting requirements. Ability to handle difficult in-person situations and telephone inquiries with courtesy, tact, and professionalism. Ability to read, write, and speak English proficiently. Proficiency with computers. Detail-oriented, with good organizational skills. MINIMUM QUALIFICATIONS Education and Experience (Required): High school diploma or GED equivalent, or graduation from a technical/trade school. At least two (2) years of administrative experience. Additional Requirements: Must be at least 18 years of age. PHYSICAL DEMANDS The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must be able to work in a variety of physical positions, including sitting, bending, stretching, and walking. The employee is regularly required to talk and/or hear. The employee is frequently required to use hands, handle, or feel. The employee must be able to perform physical activities such as, but not limited to, lifting and/or moving light objects up to ten (10) pounds, and occasionally lifting items slightly over ten (10) pounds. The use of a step stool may be required to reach the top drawer of a filing cabinet as necessary. Specific vision abilities include close vision. WORK ENVIRONMENT The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to noise levels normally found in an office and school environment. The duties listed above are intended only as illustrations of the various types of work that may be performed and are not a comprehensive listing of all functions and tasks performed by positions in this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Smithfield Public Schools