Office Administrative Assistant-Indian Hills Elementary

Administrative Assistant (Office)

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to callers.

Essential Functions Statement(s)

• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Complete forms in accordance with school/district procedures.
• Make copies of correspondence and other printed material.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Learn to operate new office technologies as they are developed and implemented.
• Maintain scheduling and event calendars.
• Schedule and confirm appointments for the Principal or others as assigned.
• Manage projects, and contribute to committees and teamwork.
• Mail newsletters, promotional material, and other information.
• Order and dispense supplies.
• Conduct searches to find needed information, using such sources as the Internet.
• Provide services to parents, patrons, students, and staff such as order placement and account information.
• Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
• Prepare and mail checks.
• Coordinate conferences and meetings.
• Take dictation in shorthand or by machine, and transcribe information.
• Arrange conferences, meetings, and travel reservations for office personnel.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Ability to properly track and account for school funds.
• A reliable individual is able to accept responsibilities as assigned by the Principal.
• Ability to process and accurately follow directives.
• Ability to function as a team player.
• Diversity oriented - ability to work with any and all people.
• Flexible - able to monitor and adjust at a moment's notice.
• Ability to present school-related information in a professional manner to staff, students, and parents.
• Other duties as assigned.

Position Qualifications

Competency Statement(s)

• Accountability - Ability to accept responsibility and account for his/her actions.
• Accuracy - Ability to perform work accurately and thoroughly.
• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Loyal - The trait of feeling a duty to the employer.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Reliability - The trait of being dependable and trustworthy.
• Research Skills - Ability to design and conduct a systematic, objective, and critical investigation.
• Responsible - Ability to be held accountable or answerable for one's conduct.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
• Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations.

Skills & Abilities

Education: High School Graduate or General Education Degree (GED)

Experience: None

Computer Skills Proficient in the use of Microsoft Word and EXCEL, with the ability to acquire additional computer skills related to APSCN, and COGNOS with minimum additional training.

Certificates & Licenses Minimum of a High School Diploma preferred

Other Requirements Ability to maintain a high percentage of attendance. Many functions of the job are time sensitive dealing with Stimulus money and other sources of funding therefore the ability to work under pressure with a high degree of accuracy is necessary.

Physical Demands

Physical Demands - Lift/Carry

StandF (Frequently)WalkF (Frequently)SitF (Frequently)Handling / FingeringF (Frequently)Reach OutwardF (Frequently)Reach Above ShoulderO (Occasionally)ClimbO (Occasionally)CrawlO (Occasionally)Squat or KneelO (Occasionally)BendO (Occasionally) - Stand - F (Frequently) - Walk - F (Frequently) - Sit - F (Frequently) - Handling / Fingering - F (Frequently) - Reach Outward - F (Frequently) - Reach Above Shoulder - O (Occasionally) - Climb - O (Occasionally) - Crawl - O (Occasionally) - Squat or Kneel - O (Occasionally) - Bend - O (Occasionally) - 10 lbs or lessF (Frequently)11-20 lbsO (Occasionally)21-50 lbsO (Occasionally)51-100 lbsO (Occasionally)Over 100 lbsN (Not Applicable) - 10 lbs or less - F (Frequently) - 11-20 lbs - O (Occasionally) - 21-50 lbs - O (Occasionally) - 51-100 lbs - O (Occasionally) - Over 100 lbs - N (Not Applicable)

Push/Pull

12 lbs or lessF (Frequently)13-25 lbsF (Frequently)26-40 lbsO (Occasionally)41-100 lbsO (Occasionally) - 12 lbs or less - F (Frequently) - 13-25 lbs - F (Frequently) - 26-40 lbs - O (Occasionally) - 41-100 lbs - O (Occasionally)

N (Not Applicable) - Activity is not applicable to this occupation.

O (Occasionally) - Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently) - Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly) - Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

Other Physical Requirements

Sense of Sound (ability to carry on telephone conversations)

Sense of Touch

Work Environment

The work environment has limited exposure to environmental conditions. Noise levels best described as "quiet to moderate" are typical for the work environment.

The NLRSD Human Resources Office has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by the Director of School Plant Services as deemed appropriate.

The North Little Rock School District is an Equal Opportunity Employer.