Admin Associate I - Welcome Center

Administrative Secretary

STARTING WAGE: $19.94+ per hour (based on experience)

The purpose of this position is to perform secretarial assignments in support of the on-going operations of the school and related programs and enhance the administrators' effectiveness by providing information management support and representing the administration to others. Ensure student success by facilitating the effective operation of the school environment/related programs by supporting building/program personnel.

Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining records, reports, and correspondence pertaining to the Secretaries' area of responsibilities.

Composes and types routine letter, memoranda, reports (district, state and federal), minutes of meetings, newsletters, calendars, agendas, handbooks, technical materials, numerical data, charts, and forms.

Receives and screens visitors and telephone calls, takes messages, schedules appointments, manages calendars, facilitates building tours, and provides information to callers based on school/department/related programs operations and the interpretation and application of policies and procedures.

Schedules and arranges meetings and conferences for supervisor including making travel arrangements if needed.

Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.

Establishes and maintains office files, logs, student and school records, progress reports/report cards, transcripts, or other workflow information.

Sorts, opens, and distributes incoming mail for staff, associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.

Monitors and records student attendance making safe arrival calls as needed.

Monitors and completes student enrollment in the school, completing enrollment reports and ensuring students are assigned to classes and schedules.

Coordinates and assist with preparation of the master schedule.

Facilitates substitute services by working with building staff and the substitute coordinator regarding substitute teacher requirements, signs substitute teachers in and out; directs substitute teachers to the proper classroom; facilitates sub coverage for any unfilled requests including emergency absences and short term absences; and monitors staff absences.

Data management including gathering, entry, retrieval, updates, verification, and deletion from electronic and paper records including student files.

Creates, maintains, and updates the school website.

Provides basic first aid to students and staff; distributes medications; responds to codes as required; contacts parents of sick or injured students; maintains injury logs, completes injury reports and participates in appropriate training sessions, such as blood borne pathogens, medication administrations, CPR, first aid, etc.

Keeps informed of office details and advises supervisor(s) of any concerns.

Assists in the preparation of budgets, financial reports; prepares and monitors any financial records, purchase orders, invoices, check preps; basic accounting for school accounts; process student fees and payments.

Determines needs and orders office supplies, equipment, and makes contacts for any needed repairs.

Operates standard office equipment.

Coordinates school volunteers ensuring completion of background checks.

Coordinates preparations for student activities, student and family events, and other school projects including organizing and facilitating registration.

Coordinates student transportation and makes transportation reservations and other preparations for field trips.

Works with facility use scheduling, parking permits, and student work permits as required.

Supervises students that may be in their assigned area and assists in student behavior interventions as requested.

Prepares student/parent handbook, student directory, newsletters, and other documents for multiple audiences.

Facilitates building security including identification checks for visitors, FOBS, keys, crisis plans and implementation of crisis response, and monitors cameras.

Assists with test organization for federal, state and district level assessments as requested and assists with ensuring adequate trained proctors are available.

Maintains confidentiality of documents and information received for staff and students.

Provides backup to other office staff and provides training to other staff and parents as requested.

Acts as liaison to community partners.

Participates in building committees and workgroups as requested.

Monitors environmental factors and reacts as required.

Other activities as assigned.

Minimum Training and Experience Required to Perform Essential Job Functions High school graduate with three to five years secretarial experience in a fast paced office environment, or any combination of education and experience that provides equivalent knowledge, skills, and abilities. Must possess a valid driver's license.

Minimum Physical and Mental Abilities Required to Perform Essential Job Functions

Physical Requirements Ability to operate a variety of office equipment including computer, typewriter, photocopier, calculator, fax machine, telephone switchboard, etc. Must demonstrate proficiency through Skill Check testing (typing speed and accuracy, grammar, proof-reading and MS Office word processing) Must have current physical on file with the District Office certifying applicant is able to meet all job qualifications. Ability to lift and/or move up to 30 pounds. While performing the duties of this job, the employee is regularly required to sit and talk or hear and occasionally required to stand; walk; and reach with hands and arms. Specific vision abilities required by this job include close vision and distance vision.

Mathematical Ability Ability to add, subtract, multiply, divide and calculate decimals and percentages Skilled in working with spreadsheet application and formulas.

Language Ability and Interpersonal Communication Ability to comprehend and interpret a variety of documents including student records, confidential files, health cards, reimbursable absence forms, enrollment forms, computer manuals, student/parent handbook, etc. Ability to prepare a variety of documents including class lists, student and ethnic counts, first aid log, attendance records, hot lunch reports, cook counts, enrollment reports, telephone log, etc. using prescribed format and conforming to all rules of punctuation, grammar, diction and style Ability to provide excellent customer service to a variety of audiences while responding to requests for information, explain procedures and follow instructions Ability to communicate effectively with teachers, students, parents, administrators, sales representatives, delivery persons, police officers, School Board members, nurses, the general public, and others verbally and in writing. Ability to work independently and with interruptions in an organized manner and prioritize tasks to ensure completion of all job responsibilities within designated deadlines. Ability to maintain confidentiality and problem solve. Works cooperatively in a team environment and can manage and delegate as needed. Knowledgeable of all district, federal and state policies and procedures as required.

Environmental Adaptability Ability to work effectively in an office environment. Occasional exposure to bodily fluids. Occasionally required to work outside of normal school hours as needed for special events.

The Sun Prairie Area School District is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the School District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Physical Requirements Shall complete a physical examination as required by Wisconsin Statute 118.25.

Sun Prairie Area School District