Main Office Administrative Assistant

School Secretary

This position will be responsible for all secretarial and clerical needs of the school. This position requires the person to be very flexible in accepting assigned tasks by their supervisor with a strong sense of teamwork needed. This position will deal with community members, parents, students and staff on a regular basis and will be expected to interact with these publics in a professional, friendly, and organized manner. Starting hourly rate: $16.00

Principal Responsibilities and Duties:

• Greet all visitors in a friendly and helpful manner while operating all security system devices in accordance with district policy and procedures
• Attend meetings, document and translate notes when directed by supervisor
• Maintain all data in the student information system in an accurate and timely manner
• Dispense information to supervisor and staff when appropriate and or directed
• Answer questions and requests via phone, email and in person
• Take messages, route phone calls and faxes to appropriate staff members
• Maintain daily lunch count and communicate information to food service in a timely manner
• Create, maintain, and supervise all information in relation to student cumulative folders
• Record attendance and maintain all records and reports as it pertains to attendance
• Assist with the preparation of report cards
• Prepare and maintain reports as directed by the principal
• Assist with distribution, inventory, and security of all testing materials
• Maintain/order/distribute supplies for the staff, based on individual building needs
• Receiving/distributing U.S. and interschool mail
• Assist school nurse with student and staff health related issues
• Serve as the school's contact for district residency information
• Maintain accurate records for all school extra-curricular accounts according to State Board of Accounts rules and regulations, and school corporation policies regarding general financial matters
• Basic understanding of school financial activities
• Create and maintain arrival and dismissal records, updating as needed
• Assist where needed as directed by district administrators

Knowledge, Skills, Abilities and Personal Characteristics:

• Demonstrate interpersonal skills necessary to deal tactfully and effectively with persons at all levels in order to develop and maintain productive relationships with all publics
• Ability to learn new skills quickly and assimilate into daily work
• Ability to maintain high level of confidentiality both inside and outside the corporation
• Ability to work independently and in a team environment
• Ability to multi-task with attention to detail
• Proficiency in the use of all clerical technology, i.e. copiers, phone
• Proficiency in the use of and the ability to learn all clerical software, i.e. Microsoft Office
• Demonstrate professional phone etiquette at all times
• Demonstrate organizational and time management skills

Special Requirements:

• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The employee is protected from outside weather conditions, but not necessarily from temperature changes. There are no environmental hazards indicated for this position.
• Equipment: This position is required to maintain a working knowledge of all clerical equipment. A basic knowledge of operations for computers, printers, telephone systems, fax machines and copiers is required.
• Hours: This position is typically expected to work 194 days per year. Summer hours/days may be adjusted per the direct supervisor to assure adequate coverage to meet the demands of the School and job.
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls, reach with hands and arms, and taste or smell. The employee must frequently lift or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.