School Administrative Assistant

Job Title : School Administrative Assistant

FLSA Exemption Status : Non-Exempt

Classification Group : Educational Office Professionals

Supervising Position : School Assistant Principal

Pay Plan : Educational Support Personnel

Pay Range : Range 08

Last Updated : 06/04/2024

Pay Information

Benefits Information

JOB SUMMARY : Under the direction of an Assistant Principal, perform a variety of clerical and administrative tasks and may provide functional guidance to clerical employees. May compile special periodic reports and compose non-routine correspondence. Typically involves some project work. Work on assignments that are moderately complex in nature where judgment and analysis are required in resolving problems and making recommendations.

ESSENTIAL DUTIES AND RESPONSIBILITIES : The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Task Descriptions

Frequency

Percentage of Time

1.

Greet and welcome visitors to the building. Answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions.

Daily

20%

2.

Schedule meetings and appointments for staff, supervisor, outside representatives, and students. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations. Maintain and update calendar for department events or special activities.

Daily

20%

3.

Draft and/or type letters, memorandums, reports, and related materials (e.g. newsletters, announcements, etc.). Compose and type routine correspondence. Work on special projects as needed.

Daily

15%

4.

Conduct research and compile and type statistical reports.

Daily

15%

5.

Organize and maintain file system, which may include individual education plans (IEPs), simple databases, personnel records and actions, student records and tests, surveys, legal documents, evaluations, professional growth, insurance, supplemental pay, club budgets, mentor program, workshops, etc. File correspondence and other records.

Daily

10%

6.

• Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material.

Daily

5%

7.

Read, route, and respond to incoming mail. Locate and attach appropriate file(s) with correspondence to be answered by building administration. Prepare outgoing mail and correspondence, including emails and faxes.

Daily

5%

8.

Order and maintain supplies/inventory and arrange for equipment maintenance. May process electronic purchase and warehouse orders and/or other financial documents. May complete basic monitoring of a department budget.

Weekly

5%

13.

Perform other duties as assigned or requested.

Daily

5%

TOTAL

100%

REPORTING RELATIONSHIPS : This job has no direct supervisory responsibilities.

MINIMUM QUALIFICATIONS : The minimum prerequisites of formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other criteria that a candidate must fulfill to be considered for a position. It is essential that certifications, licenses, endorsements, designations, and trainings are fulfilled, valid, and not expired.

• Criminal background check and fingerprinting required
• High School Equivalency (HSE) diploma
• Two (2) years of administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or operational school support experience
• Intermediate knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Intermediate knowledge of common office application software.
• Intermediate knowledge of Microsoft Office.
• Intermediate interpersonal relations skills.
• Intermediate verbal and written communication skills.
• Intermediate organizational skills.
• Ability to operate common office equipment.
• Ability to work alone and with others.
• Ability to write routine reports and correspondence.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and policy books.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS : The physical demands, mental functions, cognitive capacities, and work environment factors required to perform a position's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Light work strength level (lifting or carrying up to 25 pounds)
• Primarily works indoors
• Typically a moderate noise level
• Work location is subject to change to meet the requirements of the organization
• Sedentary work
• Frequent bending and reaching.
• Occasional lifting, pulling, and pushing.
• Occasional standing and walking.
• Manual dexterity to operate a computer keyboard.
• Repetitive motions.
• Visual concentration and depth perception.
• Eye/hand coordination (e.g., typing, ten key).
• Speaking and hearing.
• Concentrated reading/writing/mathematics.
• May occasionally be exposed to outdoor weather conditions.
• Normal school district environment.

DESIRED QUALIFICATIONS : Formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other qualifications relevant to the position that are strongly preferred but not mandatory for a candidate to be considered.

• Experience working in the public sector
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement
• Education and/or training beyond high school.