Job Description

School Secretary/Administrative Assistant Position

Under the direct supervision of the principal or other school administrator, to provide clerical, secretarial and administrative assistance at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees; and to coordinate work of other school clerical employees.

Essential Functions:

• Assists in planning and scheduling school events and activities
• Maintains documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office
• Maintains inventories of supplies and materials for the purpose of ensuring items' availability
• Assists visitors to the office, including students, parents, substitutes teachers, and others
• Answers telephone calls, and provide information and assistance to callers
• Distributes incoming mail appropriately; sends outgoing mail
• Schedules appointments with students, parents and teaching staff or others as requested
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction

Additional Duties:

• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment:

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone

Travel Requirements:

Limited travel to and from meetings may be required

Knowledge, Skills and Abilities:

Ability to describe problems and work orally or in writing to supervisor as required

Ability to establish and maintain cooperative working relationships with others contacted in the course of work

Ability to carry out instructions furnished in written or oral form

Ability to add, subtract, multiply and divide, and perform arithmetic operations

Ability to understand, apply and use personal computers and software applications (e.g., Google Suite, Word, Excel, Powerpoint, the Internet, Outlook, electronic mail)

Ability to problem solve job-related issues

Ability to work with a diverse group of individuals

Ability to process paperwork accurately according to standardized procedures

Ability to maintain confidentiality of information regarding students, employees and others

Organizational and time management skills

Knowledge of office management procedures

Physical and Mental Demands, Work Hazards:

Works in standard office and school building environments

Ability to work outdoors during outdoor student activities

Qualification Profile:

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Graduation from high school
• Associates degree with course work in business, math, word processing, office procedures and record keeping preferred
• Bachelor's degree preferred
• Shorthand or speed writing skills desirable
• Successful experience with office management preferred

FLSA Status: Non-exempt 230 day Work Calendar

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