Administrative Assistant I - Quail Valley Middle School

Job Overview

The Administrative Assistant I will provide clerical support and serve as secretary to one or more assigned administrators. Relieve supervisor/s of routine administrative tasks.

Position Description

Essential Duties and Responsibilities

• Plan, initiate, assign to other or carry to completion clerical, secretarial, and administrative support activities
• Relieve supervisors of routine administrative tasks and ensure smooth and efficient day-to-day operation of the department, section or branch to which assigned
• Review all outgoing correspondence for format, spelling, punctuation and grammar before submitting for supervisor's signature
• Maintain supervisor's calendar, coordinate meetings and conferences, scheduling time and place and notifying attendees
• Screen supervisor's telephone calls and mail, personally responding to those that can be handled at the secretarial level and forwarding the remaining calls/ mail to supervisor with pertinent background material
• Process and maintain discipline referrals and records in files and computer system
• Maintain detention logs and notify parents as prescribed by policy
• Prepare ISS assignments and process homework for long term absences
• Supervise office workers and prepare supplemental payroll for tutorials
• May serve as substitute for ISS monitor
• Process documents and work order requests using school district computer program
• May provide clerical support for campus police officer and Extended Day Program
• Assist principal with supervising substitute teachers, textbooks, keys, school calendar, master scheduling, routine correspondence, newsletters
• Compile data, organize/maintain filing system, prepare in-service materials, etc.

Supervisory Responsibilities

• None

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• High School diploma or GED
• Minimum of 3 years of clerical/secretarial experience
• Proficient in various computer programs
• Ability to maintain a high level of confidentiality of all student/family and staff information

Physical Requirements/Working Conditions

The work environment characteristics and physical demands described here 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. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.