Administrative Assistant

Administrative Assistant

Status/Test: Nonexempt

Reports to: Principal

Primary Purpose: Provide clerical assistance and process order requests for the efficient operation of the campus office.

Qualifications:

Education/Certification: High school diploma or GED

Special Knowledge/Skills: Proficient keyboarding, file maintenance and 10-key skills Ability to meet established deadlines Effective organization, communication, and interpersonal skills Ability to maintain accurate and auditable records Ability to use personal computer and software to develop or maintain spreadsheets and databases, and do word processing Ability to follow written instructions Ability to operate multi-line phone system

Experience: 1 year clerical experience preferred

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare school communication as requested

2. Prepare correspondence, forms, and schedules as requested

3. Compile information and prepare reports as needed

4. Maintain school calendar of events.

5. Maintain physical and computerized files including mailing lists, visitor logs, and office communication.

6. Update handbooks, policy manuals, and other documents as needed.

Accounting and Inventory

7. Receive, store, and issue supplies and equipment.

8. Prepare and make cash receipts/deposits for activity account(s).

9. Maintain inventory of fixed assets, equipment, and supplies.

Staffing and Substitutes

10. Assist staff on leave requests and forward to appropriate administrator for approval or assist with use of the substitute system.

11. Maintain substitute system for leave requests and substitute assignments.

12. Contact substitutes as needed or requested.

13. Check reports daily for any gaps in substitute coverage and address immediately with administration.

Reception and Phones

14. Schedule meetings and appointments and maintain calendar.

15. Assist students, teachers, and parents as needed.

16. Greet and direct campus visitors. Maintain visitor log and issue visitor passes.

17. Assist parents in checking students in and out of school.

18. Receive incoming calls, take reliable messages, and route to appropriate staff.

Other

19. Assist with coordination of meetings and campus activities.

20. Organize and manage routine work activities of the school office.

21. Receive, sort, and distribute mail, messages, documents, and other deliveries.

22. Assist with preparation of materials for mailing, including preparing labels, stuffing envelopes, etc.

23. Maintain confidentiality of information.

24. Other duties as assigned.

Supervisory Responsibilities: Student office aides if assigned

Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours Mental Demands: Work with frequent interruptions; maintain emotional control under stress