Job Title: Administrative Assistant II 

Calendar: B, 12 MonthsESP Salary Schedule: Range 60 Step 1Hours: 8/Day 40/Week

Location: Malan's Peak

"Strong Internal Candidate"

Position will begin January 2, 2024

General Purpose

Responsible for providing administrative and clerical services for the assigned school or department. Duties include acting as receptionist and financial clerk, and handling all enrollment-related and student records.

Main Tasks and Responsibilities

• Greet visitors, ascertain nature of business, and direct visitors to the employer or appropriate person.
• Monitor intercom and other communication systems and follow tight security procedures necessary for ensuring the safety and security of staff and students.
• Answer telephones and give information to callers, take messages and/or route to appropriate staff members.
• Open, read and route incoming mail/email. 
• Copy, file and distribute a variety of documents.
• Work with transcripts and scheduling.
• Become familiar with Infinite Campus
• Keep financial records.
• Fill out applications for funding multiple times a year.
• Receive monies from students, teachers, and staff; make deposit monies as assigned; record all transactions in journal and ledger accounts.
• Ensure that all financial policies and procedures for cash handling and accounting are followed and orient new employees in the appropriate handling of such transactions.
• Work with word processing, spreadsheet and database software to complete administrative tasks.
• Record balances for students and teachers on computer; input each student's accounts receivable on computer; contact the student and parents to collect unpaid balances.
• Handle extensive confidential information.
• Oversee and provide temporary assistance to students that are referred to the office for disciplinary actions, health issues and the like.
• Assist employees in the timekeeping and payroll functions; balance time sheets for classified staff and send them to the District office.
• Call substitute teachers to ensure class coverage; usually completes calls at home after hours.
• Reconcile bank accounts, maintain credit card usage information and reconcile bank statements for credit card accounts.
• Balance the lunch (and breakfast if the school has breakfast meal) records. 
• Provide clerical and administrative support for the Principal and other staff as assigned.
• Keep accurate budget accounts. 
• Compose and type routine correspondence; prepare materials for special events such as invitations, guest lists RSVPs, programs, etc.
• Update SIS student records on computer; enter new students and withdraw transferring students (includes attendance, grades, credits, and testing information).
• File correspondence and other records.
• Schedule appointments and make changes to the calendar as necessary.
• Make decisions regarding dissemination of information, screening of visitors and deferral or immediate action in the absence of supervisors.
• Compile and type statistical information and reports; maintain related databases and enter new data as necessary.
• Schedule meetings and record minutes of meetings as assigned.
• Prepare outgoing mail.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text data and graphics.
• Order and stock office supplies as necessary; process purchase orders, receive goods and process invoices, as necessary.
• Follow purchasing requirements and processes
• Complete inventory check in the spring on equipment and textbooks by room.
• Maintain office equipment such as copiers and computers; arrange maintenance contracts for equipment; call for assistance when needed for more complex repairs and maintenance. 
• Assist in developing and distributing information packets, notes and the like to students, parents and staff as needed. 
• Assist with and participate in various school activities, fundraisers and special events, providing support and assisting the principal and teachers with the coordination of such activities.
• Serve as backup for other clerical and administrative staff as assigned.

Education and Experience

• A High School Diploma or equivalent.
• Two (2) years of related experience.
• Knowledge of bookkeeping and skill in typing, computers, and using a calculator.

Working Conditions and Physical Requirements

• The job occasionally requires light physical exertion including walking, standing, motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant elements.