ADMIN ASSISTANT SCHOOL (MIDDLE SCHOOL)

Administrative Assistant - Middle School

USD 497

Details

FTE:

1.0

HOURS/DAY:

8.0

DAYS PER YEAR:

261

Purpose Statement

The job of Administrative Assistant - Middle School is done for the purpose/s of providing secretarial and administrative support to the school site administration; communicating information to students, parents, staff, and/or other districts; ensuring compliance with financial, legal and administrative requirements; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions

• Analyzes and/or coordinates budget data as assigned for the purpose of resolving budget variances and evaluating compliance with district and state requirements.
• Collects fees and/or funds from student events (e.g. ticket sales, yearbooks, dances, fundraisers, free/reduced lunch program, student fee money, etc.) for the purpose of ensuring the accuracy and timely completion of transactions.
• Compiles data from a variety of sources for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates and schedules a variety of programs and/or activities for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Ensures accuracy of attendance records, including verification of forgeries and truancies for the purpose of complying with state laws governing attendance accounting.
• Evaluates situations (e.g. involving other staff, students, parents, the public, police, probation department, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolutions.
• Greets all incoming person(s) for the purpose of responding to inquiries, directing their request to the appropriate personnel and location and/or enforcing districts secure entry procedures.
• Maintains a variety of computerized and manual records, files, and databases (e.g. information packets, rosters/listings, calendars, clipping book, outstanding supply orders, etc.) for the purpose of documenting activities, providing reliable information and complying with district, state and federal requirements.
• Maintains office equipment, tools and work areas (e.g. cleaning, load supplies, clear paper jams, etc.) for the purpose of ensuring a safe working environment and the availability of items within a specific time frame.
• Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring availability of item(s).
• Maintains the school's Website for the purpose of providing up-to-date information to staff, students and public.
• Monitors assigned department/program activities (e.g. foundation donations, scholarship endowments, purchase orders, office machine operations, etc.) for the purpose of ensuring completion in compliance with established financial, legal and/or administrative requirements.
• Monitors placement of substitutes for the purpose of ensuring adequate temporary staff.
• Orients new site personnel regarding appropriate school and district practices (e.g. directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.
• Oversees student workers for the purpose of developing their office skills and ensuring their understanding of established policies and procedures.
• Participates in meetings, workshops and seminars for the purpose of conveying and/or gathering information, developing knowledge required to perform job functions and meet district objectives.
• Performs record keeping and general clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of providing information and/or materials as needed.
• Prepares a wide variety of reports and written materials (e.g. correspondence, agendas, minutes, newsletters, Parent Handbooks, bulletins, programs, financial statements, annual reports, master calendar, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information in accordance with district, state, federal and/or administrative requirements.
• Processes a variety of financial information (e.g. incoming invoices, purchase orders/requisitions, refund requests, special payment requests, student fees, cash receipts, AR invoicing, statements, etc.) for the purpose of updating information, transmitting information and/or complying with district, state and federal requirements.
• Processes documentation and materials (e.g. mail, supplies, registrations, collections, work orders, forms, field trip forms, receipts, bank deposits, student database updates, requisitions, travel requests, etc.) for the purpose of disseminating information to appropriate parties for action.
• Responds to inquiries from a wide variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among department and/or providing direction as may be required.
• Supports assigned administrator(s) for the purpose of assisting with their administrative functions.

Other Functions

• Administers first aid and prescription medications to students for the purpose of providing emergency or necessary care in accordance with district, state and federal requirements.
• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the school.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; accounting/bookkeeping principles; and concepts of grammar and punctuation.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; multitasking; meeting deadlines and schedules; working with frequent interruptions; setting priorities; working as part of a team; making independent decisions; administering immediate first aid; adhering to district policies; and regular attendance except when taking approved leave.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; tracking budget expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization's services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.

Experience Job related experience with increasing levels of responsibility is required.

Education High school diploma or equivalent.

Equivalency

Required Testing

Certificates

CPR/First Aid Certificate

Continuing Educ./Training

Clearances

Kansas Bureau of Investigation

Kansas Department of Children and Families

Physical Exam/TB Screening

FLSA Status Approval Date Salary Range

Non Exempt 9/20/2017 13