Substitute Administrative Assistant

Administrative Assistant

Dept/Div: Administration                                                                                                                 FLSA Status: Non-Exempt

General Definition of Work

Performs administrative support work with a variety of typing, data entry, and general office assistance tasks, and related work as apparent or assigned. Work is performed under the close supervision of the department head.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions

• Types general correspondence, memorandum, reports, schedules, official notices and other materials from rough draft, copy, marginal notes, dictaphone, or verbal instruction. 
• Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures. 
• Maintains appointment calendars, schedules appointments, and meetings.
• Serves as a receptionist, answering the telephone and dispatching messages.
• Maintains a variety of logs, records, and files concerning programs and activities.
• Greets, students, parents, and visitors and provides appropriate assistance.
• Maintains records and generates reports pertaining to department, program, or activity. 
• Receives, processes, and distributes incoming mail and materials. 
• Collects and prepares data for records and reports.
• Maintain mailing lists, files, and card indexes.
• Assists with program registration.
• Operates standard office, word, and data processing equipment.

Knowledge, Skills, and Abilities

Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of school programs and policies; ability to type and perform data entry work accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to operate a variety of data entry and office equipment; ability to establish and maintain effective working relationships with associates, students, parents and the general public; ability to follow oral and written instructions.

Education and Experience

High school diploma or GED and minimal experience working in clerical or administrative support, or equivalent combination of education and experience.

Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing and repetitive motions, frequently requires using hands to finger, handle or feel and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

• None.