Administrative Assistant

Administrative Assistant – HSE High School

Reports to: Office Manager

Essential Job Duties and Responsibilities:

• Acquire and maintain a knowledgeable base of information concerning the total school program and facilities.
• Act as a primary liaison between the HHS administration and faculty with the school community.
• Provide well-organized and accurate work and maintain a well-organized and clean work environment in the Main Office.
• Be able to multi-task and problem solve independently.

Communication:

• Serve as the primary school telephone receptionist.
• Screen and route the calls from the school community members to the appropriate HSE High School divisions/departments and to the appropriate staff members.
• Set an invitational tone of the school through presence and tone.
• Use language correctly and effectively. Maintain confidentiality as required and appropriate.
• Demonstrate an openness to discuss suggestions. Record and handle any threatening calls that pertain to the school or its population (i.e., bomb threats, etc.).
• Deliver personal/urgent messages to staff members to their offices/by telephone/to their mailboxes/via email.
• Communicate by radio and/or phone to administrators, custodians, school nurse, and Central Office when appropriate.
• Communicate to staff members under the supervision of the HSE High School Administration.
• Supervise the counter to answer student/parent questions and assist students/parents/vendors/guests with needs before, during, and after school.

Office Organization:

• Maintain visitor/vendor logs and procedures including verification of background check status. August 2014
• Make efficient use of time and resources available.
• Demonstrate a willingness to assist and work cooperatively with all HSE High School colleagues from all divisions.
• Create and maintain procedure manual for the front office

Work Permits:

• Handle all "student work permit" responsibilities related to the preparation, explanation of instructions, database maintenance, and production of any required Skyward reports.

Deliveries:

• Route passes and other items efficiently to students in classrooms, computer labs, or other areas of the building.
• Maintain items delivered by parents (homework assignments, lunch money, uniforms, etc.) and assist with notifying students regarding pick up.

Technology:

• In Skyward – be proficient at locating student information, including schedules, family information, bus information, discipline history, grades, etc.
• Microsoft Office – be proficient at creating and modifying Word and Excel documents such as letters, spreadsheets, signs, flyers, procedures documents, etc.
• Become proficient with the Valcom Bell system, including creating bell schedules, assigning bell schedules, and troubleshooting.

Other:

• Create and update procedure manual for all Front Desk activities.
• Aide the Assistant Principal in maintaining school calendars, including the Activities Calendar, Schedule, and the website calendar or the current calendar being used by the District/School.
• Respond to, or route any emails sent through the website to the appropriate person/department.
• Perform all other duties and assume other responsibilities as assigned by HSE High School Principal or designee.

Personal and Professional Responsibilities:

• Nurture a positive relationship with super-ordinates, subordinates and peers.
• Demonstrate respect for super-ordinates, subordinates and peers.
• Support corporation decisions and direction relative to matters of policy and administrative directives. Work as a team player.
• Demonstrate ability to deal with sensitive issues in a tactful and professional manner.
• Address concerns and offer suggestions in an appropriate and confidential manner.