Buckeye Elementary School District Job Description - Administrative Assistant

CATEGORY: Classified

TITLE: Administrative Assistant

REPORTS TO: Principal and Assistant Principal

JOB DESCRIPTION: To effectively manage the operations of the Principal’s Office, construct and manage the student database, and perform the secretarial /clerical duties to which assigned.

JOB QUALIFICATIONS: High school graduate with previous experience in clerical and managerial skills or other related fields and the exhibited desire to perform the required duties. Fluency in writing, speaking, and reading Spanish preferred.

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all duties and responsibilities performed by incumbents of this class.) 

DUTIES AND RESPONSIBILITIES:

• Assist parents and the community in understanding school-related information such as the student, parent and staff handbooks, district policies, the availability of programs, teacher concerns, etc.
• Accurately prepare required correspondence, reports, and other data.
• Schedule meetings and appointments and keep a calendar for the Principal and Assistant Principal.
• Maintain the “Master Calendar”: the school’s calendar of special events, concerts, ball games, field trips, etc.
• Make arrangements for conferences, interviews, travel, etc. as needed, following district policies and procedures.
• Process mail, memos, and messages to and for immediate supervisors in a timely manner.
• Provide public relations support to office staff by dealing in person and by telephone with parents, students, visitors, volunteers, and staff.
• Prepare requisitions and purchase orders. 
• Maintain site based TimeClock Plus approval and records.
• Monitor and enter absences in the electronic absence reporting system (AESOP, iVisions, and/or Time Clock Plus); run reports as requested.
• Coordinate services related to sports and student activities, transportation, field trips.
• Prepare materials packets for training, in-services, new student registration and special programs.
• Maintain all aspects of student registration and files including paper and electronic records.
• Assign and prioritize work of school office staff.
• Prepare agendas and minutes for a Site Council or school leadership team meetings. 
• Transcribe reports and correspondence, maintain confidential files and enter, update, maintain and retrieve confidential information from a variety of databases.
• Make the Principal aware of student attendance issues.
• Dispense medications to students when Health Assistant is absent. 
• Assume duties in absence of Office Clerk/Health Assistant.
• Perform other duties as assigned.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those which must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, stand, walk, speak, and hear. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus. While performing the duties of this job, the employee may occasionally push or lift up to fifty (50) pounds, such as boxes, supplies, etc. The position requires the individual to meet multiple demands from several people and to interact with the public and other staff.

WORKING 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 moderate to moderately high during the school day. There may be periods of recurring stress in the performance of this job.

Reports To

Principal

Evaluation 

Performance to be evaluated in accordance with Board policy on evaluation of support personnel

Terms of Employment

Non Exempt, 12 month position

2022-23 District Calendar

Salary: $17.00

40 hours a week, 5 vacation days, 12 personal/sick leave accrual

Participation in the Arizona State Retirement System (ASRS) Medical, Dental, Vision and Life Ins. benefits after 60 day probation