Administrative Assistant - Office

PRIMARY PURPOSE:

Serve as support clerk for the campus administrative office.  Provide information and assistance for all visitors, students, faculty and staff.

QUALIFICATIONS:

Education/Certification:

High School Diploma or GED

Special Knowledge/Skills:

Clerical/secretarial skills

Knowledge of accounting policies and procedures

Skill in researching and analyzing data and reports

Skill in communicating effectively, both verbally and in writing

Skill in preparing and maintaining accurate records

Skill in operating standard computer and software applications, including but not limited

to electronic mail, Google applications, word processing, spreadsheets, databases, and presentations.

Ability to prioritize and organize work responsibilities

Ability to follow oral and written instructions

Effective organizational, interpersonal, and communication skills

Experience:

One year clerical or secretarial experience preferred  

MAJOR RESPONSIBILITIES AND DUTIES:

1. Respond to all incoming calls and route them to appropriate staff.

1. Greet all visitors in a courteous, professional manner and handle their requests or refer them to appropriate personnel.

1. Take accurate messages and see that they are delivered to the proper staff member, depending on urgency.

1. Supervise students who are in the office area on a temporary basis.

1. Coordinate messages from parents or administrators to students or teacher’s classroom.

1. Assist with student related activities such as ISS and D-Hall assignments, tardy slips, etc. as assigned.

1. Assist with general office duties as assigned, including receiving, sorting, and distributing mail and other documents to campus staff.

1. Comply with all district and local campus routines and regulations.

1. Promote a positive, professional work environment.

1. Promote positive public relations with all colleagues, parents, students, and community members.

1. Provide clerical support to assistant principal and campus office.

1. Maintain all financial records and accounts in an auditable condition. 

1. Make accurate and timely bank deposits. 

1. Prepare all accounting reports for campus principal, business office, and club sponsors. 

1. Process budget requests.

1. Receive and verify deposits to all student activity accounts.  Prepare monthly financial statements, reconcile bank statements, make deposits, etc.  

1. Process supply orders for campus through central supply or outside vendors as appropriate. 

1. Process all campus expenditures, post to appropriate fund, secure approval, complete paperwork in appropriate budget folder, verify receipt of merchandise, forward paperwork for payment, and reconcile accounts monthly. 

1. Ensure accuracy of invoices for office materials and supplies with purchase orders. 

1. Verify the accuracy of deposits upon receipt in finance office. 

1. Maintain textbook financial receipts in auditable condition for use by textbook custodian for annual reports.

1. Keep informed of and complies with state and district policies and regulations concerning primary job functions. 

1. Maintain confidentiality of information. 

1. Produce reports as needed by campus and district personnel from the district PEIMS data.

1. Perform network application printing services in the areas of student information, attendance, labels, transcripts, report cards, schedules, honor rolls, etc. 

1. Perform other duties and responsibilities as assigned by the principal. 

EQUIPMENT USED:

Personal computer, printer, copier, fax machine, and other necessary office equipment

WORKING CONDITIONS:

Mental Demands:

Reading, ability to perform basic arithmetic, ability to communicate effectively (verbal and written); maintain emotional control under stress.

Physical Demands/Environmental Factors:

Works with frequent interruptions; ability to answer constant incoming calls; repetitive hand motions, prolonged use of computer.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.