Elementary Administrative Assistant

PURPOSE OF POSITION To perform highly responsible and complex secretarial duties in support of the Administrator at an elementary school; serve as the clerical lead at the school site; disseminate information and provide assistance to staff, parents, students, and community members. SUPERVISION Receive general supervision from the Elementary School Administrator. ESSENTIAL FUNCTIONS The specific duties performed will vary; duties may include, but are not limited to, the following: Serve as the primary point of contact for their school site while providing excellent customer service to staff, administration and the general public. Screen and respond to a variety of telephone and written requests for information. Direct individuals to appropriate resources, provide information on department or school standards, procedures, rules, regulations, programs, and policies. Possess a knowledge of the leave provisions of the employee contracts in order to maintain staff absence records, substitute usage and to prepare accurate payroll reports, including absence reports. Oversee processing and submission of employee time cards. Utilize Aeries web-based student information system to oversee and coordinate the maintenance of accurate attendance records and reports; provide monthly attendance reports to the Authorizing District. Receive absence information from parents/guardians; verify uncleared student absences with parent/guardian by telephone, email, or in person. Oversee and coordinate the maintenance of accurate enrollment information in order to provide data for State-required reports. Act as the LEA Administrator for the California Longitudinal Pupil Achievement Data System (CALPADS), used to maintain student, staff and course data for state and federal reporting. Register new students; obtain all necessary documents and forms; review and paperwork; follow-up on documents still needed. Input all student data, including detailed immunization records, into the web-based student information system. Maintain request for student enrollment waiting list and coordinate Annual Public Admissions Lottery. Collect and distribute mail; review Administrator’s mail and determine priority and action to be taken in order to identify, anticipate, and execute administrative details not requiring Administrator’s attention. Act as primary healthcare staff by providing first aid to students, administering medication and reporting appropriate student health information in alignment with school procedures. Oversee and coordinate the processing of forms and files for students on Independent Study. Prepare and distribute school newsletter; coordinate the distribution of school notices. Assist in the maintenance of the Administrator's appointment calendar and scheduling of meetings. Prepare and maintain a master calendar for school functions. Set up and maintain files for cumulative student records. Act as primary Human Resources personnel to complete duties including but not limited to: production of employee contracts, maintenance of salary schedules and administration of employee health insurance. Order office supplies through an on-line account; store and issue office supplies. Maintain a complete record of site keys. Monitor issuance and return of keys in order to control access and ensure security of the facility. Prepare and proofread a wide variety of reports, letters, memos, charts, and forms; collect and compile data for special projects; and compose routine correspondence for signature. Set up and maintain correspondence, administrative, and personnel files. Set up and maintain volunteer file; verify eligibility to work alone with students and/or drive on field trips. Assist in the selection of new clerical staff and coordinate training of new staff. Train new staff members, volunteers, and PTO members in the use of office machines and school procedures. Prepare Governing Board meeting agendas and Board documents. Coordinate annual Board member election. Assist the Administrator in disaster preparedness planning and scheduling and serve as an integral part of emergency drills and evacuations. Coordinate with outside agencies in emergency and non-emergency situations. Utilize a two-way radio to communicate in emergency situations. Operate a computer for the purpose of inputting, updating, and maintaining databases and preparing correspondence, reports, forms, lists, and other documents. Utilize the school’s email and calendaring system for correspondence and calendaring. Operate and troubleshoot a variety of office equipment including copiers, calculators, fax machines, and phones. *All staff are expected to perform other related duties as assigned by their supervisor. These duties include tasks that are related to the skills, knowledge and abilities of the primary position. ** All positions are responsible for assisting in the general supervision of students during school hours. PHYSICAL DEMANDS AND WORKING CONDITIONS The position requires the ability to see for purposes of reading mail, policies, and other printed matter;    understand speech at normal levels in person and on the telephone; communicate so others will be able to clearly understand a normal conversation in person and on the telephone; operate computer equipment, typewriter, calculator, copy machine and other office machines with dexterity; and occasionally move office supplies and printed materials weighing up to 25 pounds. The duties are performed in an office setting and there is frequent bending, crouching, kneeling, pushing/pulling, and reaching in all directions. KNOWLEDGE, SKILLS AND ABILITY KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: procedures, practices, and operations of an elementary school; business telephone etiquette; basic budgeting principles and practices; modern office procedures and equipment; concepts of English usage including grammar, spelling, and punctuation; recordkeeping practices; and basic principles and practices of supervision.   SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using computers and peripheral equipment and utilizing standard and specialized software applications; business letter writing and basic report preparation; and compiling and maintaining accurate and complete records and reports.   ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: performing responsible secretarial work involving the use of independent judgment and personal initiative; effectively managing multiple tasks and setting priorities; functioning in a calm and capable manner in a busy environment with interruptions; exercising tact and good judgment in communicating with students, staff, and the public; maintaining confidentiality; composing correspondence and memoranda independently; learning School policies and procedures; communicating clearly and concisely, both orally and in writing; working as part of a team and independently in the absence of supervision; establishing and maintaining cooperative working relationships; and typing. JOB REQUIREMENTS: MINIMUM QUALIFICATIONS Experience/Training: Any combination of education, training, and experience equivalent to three years of increasingly responsible secretarial experience. Education: The equivalent of two years of college. License or Certificate: First Aid and CPR certification within the probationary period. Live Scan Fingerprint clearance. Desirable Qualifications: Additional secretarial experience in a public school setting and computer applications course work is desirable.   Bellevue-Santa Fe Charter School is an equal opportunity employer in compliance with the Americans with Disabilities Act and all other applicable federal, state and local laws.