Administrative Assistant - Proctor Elementary School

Department:

School-Based

Job Title:

Administrative Assistant

FLSA Status:

(Exempt/Non-exempt)

Exempt

Reports to:

Building Principal

GENERAL DESCRIPTION (1-3 LINES DESCRIBING ROLE):

The purpose of this position is to perform moderately complex to complex secretarial, clerical, recordkeeping, and accounting and office duties under general direction of a school administrator, department/division head, program advisor, or other administrative employee.  Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods.  Performs all other related work as required. 

QUALIFICATIONS:

REQUIRED QUALIFICATIONS:

• Education, Training and Experience:
• High school education and one to two years of experience in general clerical and secretarial work, with school experience preferred; or any equivalent combination of education, training, and experience.
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• Knowledge, Ability and Skill:
• Knowledge:  General knowledge of office procedures, practices and terminology. Working knowledge of departmental operations. Knowledge of the operation of computer software applications. Knowledge of the operations of the pertinent school department/division/area helpful.
• Ability:  Ability to communicate effectively with staff, students, and the public.   Ability to compose correspondence. Ability to follow oral and written instructions accurately. Ability to organize and prioritize multiple tasks. Must be able to operate a personal computer and display intermediate skill when using software programs for word processing, database, spreadsheets and other software as required by the position. Ability to multi-task.
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• Skill: Skill in utilizing personal computers, popular word processing, database, accounting and spreadsheet applications.  Good customer service skills. Skill in all of the above listed tools and equipment. Skill in typing and note-taking.

ESSENTIAL JOB DUTIES (NOT LIMITED TO):

• Provides customer service by answering questions both in person or by telephone; provides information relative to departmental procedures; refers individuals to appropriate source as required.
• Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc. Maintains records and files. Drafts correspondence. Schedules and maintains appointments.
• Maintains department related data, gathers information and insures the timely preparation and coordination of a variety of reports.
• Prepares all necessary administrative documents to ensure the timely and accurate processing of the Department’s business functions including, but not limited to requisitions, receiving invoices, budget transfers, supporting documentation, etc.  May maintain records and spreadsheets and documents related to purchases, payroll, petty cash, budgets, checking and other accounts and other miscellaneous administrative functions; prepares a variety of reports as directed.
• Maintains internal control system for monitoring, ordering and distributing materials and office supplies. Tracks the department budget.
• May perform moderately complex accounting and bookkeeping tasks. May perform registrations and collect related fees.
• Handles all office traffic; students, teachers, parents, administrators, visitors, etc. assist each individual situation as needed.  Locates students for various persons and by phone.
• May perform attendance tracking and recordkeeping duties for teachers and students.
• As needed, Administrative Assistant may assume the duties of another secretary when workload is heavy or the secretary is absent.  
• Performs a variety of secretarial and clerical duties requiring the exercise of judgment in relation to problems, and the ability to work with numerous interruptions; is generally responsible for carrying through entire functions of considerable importance to the office.
• Works under general direction generally setting their own daily work plan and choosing between appropriate courses of action to achieve defined objectives; refers only unusual cases to supervisor. 
• May supervise students, interns or temporary help.
• Regular and on time attendance is required.
• Performs similar or related work as needed.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS:

Work Environment:  

·   Work is performed in an office environment.  Majority of work is performed in a moderately noisy work environment, with frequent interruptions.

·   Operates computer, printer, telephone, copier, fax machine and all other standard office equipment.

·   Makes frequent contact with school department staff. Contacts are typically with the public, students, parents, vendors, and outside agencies and organizations.

·   Maintains a significant amount of department oriented confidential information.

·   Errors could result in confusion and delay and adverse public relations.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms.  The employee must occasionally lift and/or move objects weighing up to 15 pounds.  Vision and hearing at or correctable to normal ranges.  This position requires the ability to operate a keyboard and calculator at efficient speed.  While performing the duties of this job the secretary may be required to kneel, stoop, bend.  May be required to lift and carry  Regular attendance is a necessary and essential function. Rarely absent or late unless the situation is of an emergency nature.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We are a district committed to embracing inclusion and equity. We encourage diverse candidates to apply.