Administrative Assistant_Special Services Department

Administrative Assistant

Cartwright School District's motto is "One Team, Una Familia!" which reflects our dedication to treating each child as a cherished family member. We are looking for self-motivated and experienced workers with the same dedication.

JOB GOAL: Incumbents are responsible for performing routine clerical support activities using established, defined procedures and limited knowledge of rules and regulations.

QUALIFICATIONS: High School Diploma or General Equivalency Diploma (G.E.D.), or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. IVP Fingerprint Card.

PERFORMANCE RESPONSIBILITIES:

• Inputs a variety of information into databases and/or spreadsheets, which may include: test scores, absences, excuses, tardies, detentions, suspensions, violations, student information, referrals, and other related information; prepares routine reports based on information in databases and/or spreadsheets.
• Answers phones and greets students, parents, and administrators, which includes: directing calls to appropriate parties and providing information; and disseminating other related information.
• Contacts parents regarding student absences.
• Prepares, verifies, and distributes a variety of information, which may include: AIMS letters, student lists, student withdrawals, time sheets, student identifications, detention slips, and other related information.
• Types a variety of correspondence to include letters, memos, surveys, agendas, newsletters, and/or tables.
• Performs routine activities, which may include: making copies, preparing labels, preparing student files, maintaining staff files, faxing documents, and performing other related activities.
• Maintains school and room calendars and/ or schedules; assists in scheduling appointments for teachers and/ or administrators.
• Monitors inventory for classrooms, library, cafeteria, and/ or other related areas; notifies appropriate individual(s) when inventory is low or depleted.
• Assists in registering new students and ensuring required paperwork is submitted; assists in administering assessment tests for new students.
• Receives, sorts, and distributes as well. Assists nurse in taking temperatures, cleaning injuries, administering medications, and notifying parents.
• Performs other duties of a similar nature or level.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

Positions assigned to school site offices may be responsible for: Distributing classroom keys and familiarizing substitutes with the campus; Covering for the nurse by taking temperatures, administering medications Taking picture identifications of personnel, staff, and students; Reserving buses for field trips.

Positions assigned to food services may be responsible for: Processing and verifying paperwork and deliveries to warehouses and schools to ensure product is delivered on time; Verifying invoices reflect correct products, brands, quantities, package sizes, package types, price, and tax information Meeting with brokers and/or vendors on new product offerings and bid inquiries; Maintaining meal program eligibility records and files.

Positions assigned to the library may be responsible for: Assisting students in locating and utilizing library materials; Checking books in and out; Preparing overdue book notices; Maintaining book inventory; Processing new materials; Maintaining audio visual equipment and keeping related records; Ordering library books and related equipment and materials.

Positions assigned to educational services may be responsible for: Ordering, storing, and inventorying curriculum materials; Delivering, picking up, and storing mandated tests; Investigating discrepancies, backorders, and problems with material orders; Distributing books to school sites upon request.

Positions assigned to the materials center may be responsible for: Preparing materials for return shipment and maintaining related records; Notifying vendors of shipping discrepancies; Assisting in maintaining warehouse inventory information and records; Verifying orders for completeness and quality upon receipt.

Positions assigned to transportation may be responsible for: Assisting with new driver certifications; Calculating mileage for Head Start billings; Assigning drivers for field trips; Scheduling physicals and drug screenings.

Position assigned to Special Services Maintaining files on students; Scoring achievement tests; Verifying required documentation is in student files and database; Preparing and submitting legally required reports; Typing, transcribing, editing, printing, and reviewing psychologist evaluations.

Positions assigned to bilingual assistance may be responsible for: Translating English and Spanish for teachers, parents, staff, and administrators, both verbally and in writing.

Positions assigned to the nurse's office may be responsible for: Assisting with tracking and dispensing medications; Preparing attendance reports and truancy letters; Administering first aid; Taking temperatures; Filling student medical records Assisting in screening students Verifying immunizations

KNOWLEDGE AND SKILLS: General office procedures; Customer service principles; Recordkeeping practices and procedures; Filing techniques and practices; Modern office equipment. Using computer and related software applications; Operating modern office equipment; Providing customer service; Maintaining records; Filing; Typing; Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

TRAINING AND EXPERIENCE: High School Diploma or a General Equivalency Diploma (G.E.D.), or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

TERMS OF EMPLOYMENT:

REPORTS TO: Department Administrator

LOCATION: Districtwide

SUPERVISES: NA

CALENDAR: 10 Month

BEGINNING SALARY: ESP Salary Schedule A (Ranges from $16.22 to $21.21)

POSITION HOURS: 8 hrs. per day

JOB CATEGORY: Classified

BENEFITS: As approved by the Governing Board

FLSA STATUS: Non-Exempt

DEADLINE FOR APPLICATION: Until Filled