Administrative Assistant II - (Cunha Intermediate School)

BASIC FUNCTION: Under the direction of High School Principal, organize, coordinate, schedule and perform office functions; serve as primary assistant to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public.   REPRESENTATIVE DUTIES: ESSENTIAL DUTIES:

• Organize and coordinate a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a high school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines work closely with Lead Teachers in assigned programs
• Serve as primary assistant to the Principal; make, schedule and arrange appointments, meetings and conferences, assisting with routine administrative matters as appropriate; independently compose letters, memoranda and other material
• ·         Coordinate and facilitate communications and serve as liaison between District and site personnel, parents, students, school and community organizations, translators, and the general public work closely with Lead Teachers in assigned programs
• Communicate with a variety of site and District personnel and administrators to coordinate school operations and maintenance, resolve conflicts and issues and exchange information, contact parents or emergency contacts if students are ill, injured, suspended, immunizations or related matters
• Perform secretarial duties for the Principal, assisting with routine administrative matters as appropriate; independently compose letters, memoranda; Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, bulletins, memoranda, calendars, requisitions, records, reports and evaluations
• Assist the Principal in the preparation and maintenance of financial, statistical and narrative reports; research, compile and organize information
• Initiate budget preparation; work with Lead Teachers in preparing individual budgets to meet needs; prepare forms and assist the Principal in preparing and monitoring budget
• Process requisitions, F-80’s, and timesheets; assist Lead Teachers with adjustments and transfers; monitor budgets, review computer print-outs, and balance accounts to assure accuracy
• Compile and organize information for the Principal; compose and respond to routine correspondence; open, sort, review and route mail
• Coordinate and assist with special events for the high school; assist in selection of personnel and program; assure adherence to legal requirements and Board policies; maintain budget; work with and assist personnel assigned to the event
• Operate a variety of business and office machines including typewriter, calculator, computer, copiers, and communications equipment
• Order a wide variety of equipment, materials, supplies and special items requested by faculty; assure receipt and proper distribution
• Answer phones and greet visitors; take and relay messages; provide information to students, parents, faculty, and site personnel; interpret, apply and explain District policies and school procedures and regulations
• Administer first aid according to established guidelines
• Train and provide work direction to clerical personnel, student assistants and others as assigned
• Coordinate and arrange substitute placement with district office personnel

  OTHER DUTIES: Perform related duties as assigned     KNOWLEDGE AND ABILITIES: KNOWLEDGE OF:

• School office terminology, practices and procedures
• Modern office practices, procedures and equipment
• Financial and statistical record-keeping techniques
• Health and safety regulations
• Correct English usage, grammar, spelling, punctuation and vocabulary
• District organization, operations, policies and objectives
• Oral and written communication skills
• Interpersonal skills using tact, patience and courtesy
• Telephone techniques and etiquette
• Budget preparation and control
• Operation of standard office machines
• Applicable sections of the State Education Code and other applicable laws
• Letter and report writing skills
• Maintaining proficiency in accounting software and financial applications

  ABILITY TO:

• Perform a wide variety of clerical and administrative duties to coordinate school office activities and assist the Principal in a variety of administrative matters
• Perform public relations and communications services for the Principal
• Maintain accurate financial and statistical records
• Add, subtract, multiply and divide quickly and accurately
• Understand and follow oral and written directions
• Compose correspondence independently
• Type or input data at an acceptable rate of speed
• Complete work with many interruptions
• Work independently with little direction
• Establish and maintain cooperative and effective working relationships with others
• Learn, interpret, apply and explain rules, regulations, policies and procedures
• Operate a variety of office machines including typewriter, calculator and copiers
• Maintain good public relations with students, parents, teachers and the public
• Meet schedules and time lines
• Plan and organize work
• Train and provide work direction to others
• Compile and maintain accurate records, verify data and prepare reports
• Work confidentially with discretion
• Communicate effectively both orally and in writing

  EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school supplemented by college-level course work in business or related field and five years of increasingly responsible office or secretarial experience involving frequent public contact   LICENSES AND OTHER REQUIREMENTS: Valid First Aid Certificate issued by an authorized agency   WORKING CONDITIONS: ENVIRONMENT: High school office environment Subject to considerable distraction and noise from constant interruptions and office activities   PHYSICAL ABILITIES:

• Dexterity of hands and fingers to operate office equipment
• Hearing and speaking to exchange information on the telephone or in person
• Sitting for extended periods of time
• Seeing to review and check documents for accuracy
• Reaching to retrieve and maintain files
• Ability to lift 40 pounds

  HAZARDS: Possible contact with blood and other body fluid when providing first aid