Ashland Elementary School Administrative Assistant II - 1.0 FTE

School Administrative Assistant II - Elementary

Perform a wide variety of clerical and secretarial duties to organize, coordinate and schedule school office activities; assist the Principal of an elementary school in routine administrative tasks; perform public relations and coordinate communications between administrators, District and site personnel, parents, students and the general public; train and provide work direction to clerical personnel as assigned.

Essential Job Functions

• Organize, coordinate and schedule a variety of office activities to assist the Principal of an elementary school with administrative tasks; prepare and accurately maintain a variety of reports, records and files relating to students, staff, budgets, operations and activities.
• Serve as secretary to the Principal; compose routine correspondence independently; prepare type and distribute communications and minutes of meetings; schedule appointments and meetings as requested; receive, open and route mail.
• Train and provide work direction to clerical personnel and student workers as assigned; monitor workflow and adjust duties to complete assignments in a timely manner as assigned.
• Provide information concerning school policies, procedures, actions, activities and schedules as appropriate; maintain school calendar and serve as a coordinator of events.
• Perform complex and advanced-level clerical accounting duties in support of the assigned schools programs and services; process or prepare more complex or technical financial accounting documents, including payments, reports and special projects.
• Respond to questions or complaints from vendors or District administrators regarding issues related to payments, balances, charges, inventories and other information; answer phones.
• Produce a variety of periodic and annual financial statements, reports, reimbursements and claims; maintain journals and ledgers, charging proper accounts.
• Maintain records of revolving cash funds and petty cash funds use; issue checks as required to reimburse accounts; balance and reconcile accounts, verifying proper and authorized use of designated funds.
• Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel, payroll, equipment inventory and student activities; prepare and maintain related records, files and logs.
• Collect and account for money collected in conjunction with school activities; secure money and process according to established procedures.
• Administer first aid to ill and injured students; contact the nurse, parents or public safety agencies as appropriate.
• Register, release or transfer students; complete enrollment information.
• Operate a variety of business equipment including typewriter, calculator, copiers, computer equipment and other school office machines.
• Requisition, receive, store and distribute supplies and office materials; maintain materials and equipment inventory as assigned.
• Provide clerical assistance to faculty and staff as needed.
• Orient new and substitute teachers; provide directions, keys and instructional materials.
• Demonstrates the ability to communicate in more than one language or the willingness to learn to communicate in more than one language at the novice level of proficiency.
• Performs other duties as assigned.
• Maintains regular attendance.

Knowledge and Abilities

Knowledge of:

• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Health and safety regulations.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Basic first aid techniques.
• Operation of standard office machines including computer equipment.

Ability to:

• Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative tasks.
• Perform public relations and communications services for the Principal.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and follow oral and written directions.
• Compose correspondence independently.
• Complete work with many interruptions.
• Type at an acceptable rate of speed.
• Work independently with little direction.
• Establish and maintain cooperative and effective working relationships with others.
• Learn, interpret, apply and explain rules, regulations, policies and procedures.
• Operate a variety of office machines including typewriter, computer terminal, calculator and copiers.
• Understand and work within scope of authority.
• Maintain good public relations with students, parents, teachers and the public.
• Meet schedules and timelines.
• Plan and organize work.
• Train and provide work direction to others.
• Compile and maintain accurate records and prepare reports.
• Work confidentially with discretion.
• Communicate effectively both orally and in writing.
• Administer first aid to ill or injured students.

Qualifications

Education and Experience:

• High school diploma or G.E.D. Certificate
• Two years of increasingly responsible clerical and secretarial experience involving frequent contact with the public.

Licenses or Certifications:

• N/A

Special Requirements: Must take all required clerical assessments and earn a passing score.

Physical Demands

• Work is performed while standing, sitting and/or walking.
• Requires the ability to communicate effectively using speech, vision and hearing.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires bending, squatting, crawling, climbing, reaching, running.
• Requires the ability to lift, carry, push or pull medium weights, up to 30 pounds

Job Description Creation Date: - 1/1999

Revision Dates: - 7/2011 7/2012 10/2024

The Fayette County Board of Education is an Equal Opportunity Employer. The Superintendent shall adhere to a policy of equal employment opportunity in all personnel matters. No person shall be subjected to discrimination in regard to employment, retention, promotion, demotion, transfer or dismissal because of race, color, religion, sex (including sexual orientation or gender identity), genetic information, national or ethnic origin, political affiliation, age or disabling condition or limitations related to pregnancy, childbirth, or related medical conditions.