– ADMINISTRATIVE ASSISTANT

REPORTS TO: Risk Manager/Safety Officer

QUALIFICATIONS: Relative work experience, strong interpersonal skills, wide variety of computer skills (especially with Microsoft Office products, HRMS, etc.)

MAJOR DUTIES AND RESPONSIBILITIES:

COMMUNICATIONS:

• Management of incoming and outgoing mail
• Professional skills when answering telephones, taking messages and scheduling appointments
• Assist in communication with administrators, teachers and other personnel as needed
• Preparation of memo, correspondence, minutes, newsletters

COMPUTER/TECHNOLOGY SKILLS:

• Create documents, agendas and reports using WORD
• Create charts, graphs, tables and budgets using EXCEL
• Create presentations using PowerPoint
• Email skills, web search
• Performs various tasks associated with workers’ comp.

FINANCIAL:

• Management of budget assigned to the respective department
• Create and process purchase orders as needed
• Maintain financial budgets and reports, reconcile budgets regularly

GENERAL OFFICE DUTIES:

• Operate office equipment
• Inventory and purchase office supplies as needed
• Purchase supplies and materials needed for meetings/workshops
• Set up and break down refreshments and materials for meetings
• Perform other general office duties (typing, filing, shredding, etc.)
• Create meeting agendas
• Efficient completion of duties on a daily basis
• Maintains front reception desk during lunch
• Assign training DVD’s to Maintenance from Safe Schools
• Back-up for Workers’ Compensation Administrator
• Back-up for Card Reader Program
• All other duties assigned by supervisor TERMS OF EMPLOYMENT: 12 months PROPOSED SALARY: Grade 61

JOB DESCRIPTION – ADMINISTRATIVE ASSISTANT - update

• Maintains and processes (4) four safety department budgets.
• Maintains and processes Grants from Center for Safer-Schools SRO/Off-Duty Officer Grant budget following guidelines.
• Maintains and processes Safer-Schools Grant Safety Equipment budget following guidelines.
• Maintains and processes local funding budget for off-duty and safety.
• Maintains traffic control budget and processes payments back to schools.
• Maintains safety officer budget and processes payments.
• Issues annual salary spreadsheets to municipalities, determines fund percentages, draft SRO contracts to be presented to the board and make payments.
• Collect data throughout the year to report to the Center for Safer-School per grant requirements and to apply for the grant biannually.
• Receive and process weekly off-duty officer timesheets (35) timesheets.
• Maintain, record and file all district compliance and safety training and issue certificates when needed.
• Maintain and record all school fire drills, fire inspections, fire alarm reports.
• Maintain and file quarterly lockdown summaries for each school.
• Ensures during lockdowns, the calling tree to other schools are completed.
• Administrator for SafeSchools – push out Title IX modules for district, policies for district (2023-2024), entering new hires, deactivating retirees/resignations, issuing any training modules as needed and all reporting needed for administration.
• View camera software daily for any issues with cameras and fix the issue or report to safety technician.
• Enter all new equipment into Facility tracker and retire any that are removed.
• Co-coordinator of district’s reunification process and assist with evaluating lockdown drills.
• Wallace Education Forum Bloodborne Pathogen Administrator.
• Workers’ Compensation Administrator backup.
• Employee Badge backup.
• Entered/entering/making changes to school districtwide teams in the See Something Say Something platform.
• Safety webpage coordinator.
• Coordinates security coverage for board meetings.
• Maintains and files all Certificate of Liability/Hold Harmless Agreements for vendors that visit our campuses.
• Monitor cameras at schools during incidents (fights, fires alarms, lockdowns, medica and ect..).
• Manage, file reports for the new screening and K9 search policy.
• Any other duties assigned by supervisor.