Substitute Administrative Assistant (School/District)

Substitute Administrative Assistant (School/District)

Position Purpose: Under the direct supervision of the principal or other administrator, to provide clerical, secretarial, and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions:

• Prepares, copies and distributes notices, memoranda, or other correspondence for the purpose of informing school employees regarding activities, events, or other work-related matters.
• Assists in maintaining documents, files, and records for the purpose of providing up-to-date references and audit trails for compliance.
• Assist visitors to the office, including students, parents, substitute teachers, and others.
• Answers telephone calls, and provides information and assistance to callers.
• Distributes incoming mail appropriately; sends outgoing mail.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Responds to inquiries from students, parents, and employees, providing information, facilitating communication among parties, and/or providing direction.

Additional Duties: Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment: Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements: Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities:

• Ability to describe problems and work orally or in writing to the supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply, divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain the confidentiality of information regarding students, employees, and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards: Works in standard office and school building environments.

Qualification Profile: Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to: Graduation from high school. Some shorthand or speed writing skills are desirable. Successful experience with office management is preferred. FLSA Status: Non-exempt.