Administrative Assistant I

Summary

Serves as an administrative assistant to one or more school-based administrators or central office assistant directors, senior managers, or specialists. Relieves assigned administrator of routine administrative tasks; ensures smooth and efficient operation of the office or section to which assigned.

Qualifications

Required

• Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.
• One (1) year of experience in general office administration or office support.
  • Advanced degree(s) beyond the minimum degree requirement in a relevant field may be considered for some experience.
• Knowledge of procedures, practices, and operations of an office or administrative setting.
• Knowledge of or ability to learn applicable local, state, and federal laws and regulations.
• Proficiency in the use of technology and ability to learn associated software applications.
• Skill in business English, grammar, spelling, and punctuation.
• Organizational and time management skills with the ability to multitask.
• Ability to maintain confidentiality.
• Ability to provide positive customer service and to develop and maintain effective working relationships with culturally diverse students, families, school staff, and community members.
• Ability to communicate effectively, both orally and in writing.

Preferred

• Finance or accounting course work.
• Financially related work experience.

Major Duties/Essential Functions

1. Plans, initiates, and organizes administrative office activities.
2. Serves as administrative assistant for the school's or central office's activities.
3. Appropriately handles supervisor's telephone calls and mail, personally responding to those that can be handled at the assistant level and forwarding the remaining calls or mail to supervisor with pertinent background material.
4. When requested to do so, may sign supervisor's name to correspondence of a routine nature.
5. Reviews all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.
6. Resolves conflicts associated with the operation of the administrative office.
7. Uses computer software and related equipment to generate and produce confidential and general correspondence and other documents.
8. Attends meetings and conferences, taking official minutes.
9. Researches, and develops material for use in official engagements.
10. Tabulates and prepares reports of statistical data.
11. Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action.
12. Maintains supervisor's calendar.
13. Coordinates meetings and conferences, schedules time and place, and notifies attendees.
14. Makes travel arrangements.
15. May perform routine financial and accounting tasks and/or order general office supplies.
16. Performs related duties as required or assigned.
17. In a school (in addition to above):
    1. Main office:
       1. Greets, assists, and provides information to students, families, staff, and community members.
       2. Issues work permits.
       3. May assist in coordinating classroom coverage and/or substitute services.
       4. May serve as backup for office operations such as clinic room aide as required by operational necessity.
    2. Student services office at an alternative, secondary, or high school:
       1. Supports student registration activities r and assists as a backup operator of the student information system (SIS).
       2. Receives incoming cumulative files and enrollment packets; verifies completion of enrollment, eligibility, residency, and health/immunization records; maintains student records such as registrations, withdrawals, and transfers.
       3. Assists in preparing and reviewing course selection sheets and course catalog.
       4. Assists in the planning and preparing of events and activities related to a student services office.
    3. Student activities office at a high school:
       1. Processes community use requests for designated school; schedules activities.
       2. Maintains student activities eligibility lists, rosters, schedules, and activity registration lists.
       3. Serves as liaison and provides information to school/organization groups.
       4. Assists in the planning and preparing of activities and events related to a student activities office.

Work Environment/Physical Requirements

This job operates in a professional office or school environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.