Substitute Administrative Assistant

Substitute Administrative Assistant

The Substitute Administrative Assistant performs administrative, secretarial and clerical responsibilities necessary for an efficient and effective school office that assists the administrator or designee and school staff in the performance of responsibilities so that a safe learning environment and effective instruction are provided on an as-needed basis.

Reporting Relationships:

Reports to the Building Principal.

Essential Duties and Responsibilities:

The list is intended to be illustrative rather than complete and serves to show major duties and responsibilities and does not express or imply that these are the only duties to be performed by the incumbent in this position. The employee will be required to perform any other position-related duties requested by the Building Administrator.

• Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school
• Perform administrative, secretarial and clerical tasks of a varied nature. Many tasks will require a thorough knowledge of the rules and regulations of the school and school system and the frequent exercise of independent judgment within the scope of the authority granted by the administrator
• Distribute mail and handle correspondence of the office, responding to routine requests for information, and transcribing, word processing, and proofing letters and responses
• Ensure that all communications from the office meet proper written and oral English standards
• Act as a receptionist, greeting visitors, answering telephone calls in a pleasant and efficient manner, and communicating effectively in routine, sensitive, and confidential matters
• Maintain efficient and well organized electronic and paper data collection and filing systems, including confidential student and personnel files
• Arrange appointments and maintain a schedule for the administrator or designee and assigned staff
• Assist the Principal or designee in the preparation of reports and documents by creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating, and distributing final products
• Create forms, and compile and organize data and information necessary for the efficient operation of the office
• Create and maintain a clean, attractive, orderly, safe, and efficient office environment
• Assist the administrator or designee and staff in handling interruptions and emergencies, calling for assistance when needed
• Responsible for morning announcements and keeping staff abreast of important information
• Work cooperatively with staff in other offices with the completion of large or time sensitive projects or emergencies
• Keep informed about school and district activities, requirements of the law and code, Board policy and regulations, and other information necessary for the functioning of the office
• Protect confidentiality of records and information about students and staff, and use discretion when sharing any such information within legal confines
• Perform any duties and responsibilities that are within the scope of employment, as assigned by the Principal or designee, and not otherwise prohibited by law or regulation
• Performs other duties as assigned by Supervisor or designee

Education/Experience Requirements:

• High school diploma required
• Post-high school professional training preferred
• Experience as a secretary or in similar position preferred
• Proficiency in the use of Microsoft Office or an equivalent computer program

Cognitive/Communication Abilities:

• Demonstrate the ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary
• Possess effective interpersonal skills with the ability to interface diplomatically with teachers, administrators, parents, students, support staff, co-workers and outside professional contacts
• Possess effective communication, judgment, planning and human relation skills
• Handle confidential information
• Meet deadlines, stay organized
• Operate a computer and other office productivity machinery, such as calculator, copy machine, and computer printer
• Concentrate on tasks

Physical Demands:

To successfully perform this position, a person must be able to perform each essential duty satisfactorily. The qualification requirements listed above represent minimum levels of educational achievement, training, skill and/or ability necessary. As required under the Americans with Disabilities Act (ADA) reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain stamina during the workday
• Use hands to finger, handle or feel objects, tools or controls, and to talk and hear
• Have specific vision abilities; to include close vision and the ability to adjust focus
• Need to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Usual lifting activity: Light, lifting up to 20 lbs. maximum and carrying objects up to 10 lbs
• Requires occasional bending, pushing, and reaching (these activities are an essential part of the job at random intervals)
• Requires frequent standing, and walking (these activities are a usual and customary part of the job)
• Requires constant hearing, seeing, and speaking (these activities are continually occurring as part of the job)

Other Requirements:

• Current Act 34, Act 114 and Act 151 clearances
• School Health Form (including physical and TB test)
• PDE Form 6004 and Act 168 disclosure forms