Administrative Secretary

Job Title: Administrative Secretary Location: Old North Academy — Saint Louis, MO 63107 Position Type: Full Time Purpose Statement The Administrative Secretary provides administrative and secretarial support to assigned administrative personnel and supports site operations by maintaining and implementing office systems to improve student achievement and site efficiency. The role manages the flow of information, coordinates activities and monitors assigned duties, which may include networking with community agencies and implementing community-based projects and programs in addition to site responsibilities. The position records, reviews, and communicates information, gives recommendations, and supplies direction as requested by the assigned administrator. The functions vary depending on the site assignment, whether at a school site or in the Resource Center. Essential Functions Compile data from a variety of sources (e.g., work orders, budget reports, specialized reports, personnel records) to comply with administrative requirements. Coordinate projects, functions, and program components that vary by site (e.g., student recruitment, office operations) to complete activities, deliver services on time, and facilitate efficient operations, ensuring an optimal staff/parent/site stakeholder experience. Maintain office services by organizing operations and procedures, controlling correspondence, designing filing systems, and assigning/monitoring clerical functions to facilitate smooth operations and optimal visitor experience. Maintain a wide variety of manual and electronic document files and records (e.g., employee records, financial records, reports) for up‑to‑date information and historical reference, in compliance with established guidelines and legal requirements. Manage the purchasing of office supplies, materials, furniture, equipment, etc., to maintain availability of required items. Monitor a variety of activities on behalf of the assigned administrator (e.g., account balances, work order status, purchase orders) to achieve goals and meet target dates. Participate in meetings, workshops, and trainings (e.g., staff meetings, professional development, CPR trainings) to provide or receive information and support attendee needs. Perform office‑related functions (e.g., personnel file maintenance, onboarding of new hires, mail distribution) to facilitate efficient operation of the assigned work site. Prepare documents (e.g., bulletins, flyers, reports, monthly family calendars, board meeting notices) for communication and compliance with established guidelines. Process documents and materials (e.g., invoices, work orders, requisitions) to disseminate information in compliance with administrative guidelines and regulatory requirements. Research topics (e.g., current practices, policies, education codes) to provide information and recommendations addressing administrative requirements. Respond to inquiries from internal and external parties (e.g., staff, students, public agencies) to facilitate communication or provide direction. Schedule activities (appointments, meetings, facility usage) to make necessary arrangements for the assigned administrator. Support various members of the assigned office staff to facilitate efficient operations and ensure optimal stakeholder experience. Other Functions Perform other related duties as assigned to ensure the efficient and effective functioning of the assigned work site. Qualifications SKILLS – Perform multiple tasks with flexibility, operating standard office equipment and software applications, preparing and maintaining accurate records, customer service, desktop publishing, and screening telephone calls. KNOWLEDGE – Basic math skills (fractions, percents, ratios), reading technical information, document composition, facilitation of group discussions, analysis of situations to define issues and draw conclusions. Specific knowledge areas include business telephone etiquette, grammar and punctuation, office practices and procedures, codes/laws/rules/regulations/policies, record keeping and retention practices, and school safety and security practices. ABILITY – Schedule activities, meetings, or events; gather and collate data; use job‑related equipment. Flexibility to work independently with others; ability to work with data and standardized methods; ability to interact with diverse individuals and groups; maintain confidentiality; set priorities; attentiveness to detail; establish and maintain effective working relationships; teamwork; and manage frequent interruptions. Problem solving required to identify issues and create action plans, mitigate moderate equipment problems, communicate with diverse groups, display tact and courtesy, maintain confidentiality, and set priorities. Responsibility The role works under limited supervision using standardized practices, leading, guiding, and coordinating others, and tracking budget expenditures. It may need to utilize resources from other work units and has opportunities to impact organizational services. Work Environment Physical demands include some lifting, carrying, pushing, and pulling; stooping, kneeling, crouching, and crawling; and fine finger dexterity. The job requires approximately 30% sitting, 50% walking, and 20% standing in a generally hazard‑free environment. Experience Job‑related experience with increasing levels of responsibility is desired in a campus or school setting (5 years) for positions at a school site or in an academic office setting (5 years) for positions in the Resource Center. Education High school diploma or equivalent required. Job‑related experience with increasing levels of responsibility is desired in a campus or school setting (5 years) for positions at a school site or in an academic office setting (5 years) for positions in the Resource Center. Required Testing None Specified Certificates and Licenses None Specified Continuing Education / Training None Specified Clearances Criminal Background Clearance FLSA Status Non‑Exempt #J-18808-Ljbffr