Hyatt Elementary Administrative Assistant

Linden Community Schools Job Description

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Job Title: Administrative Assistant to the Principal

Department: Administrative Assistant

Reports To: Principal

FLSA Status: Non-Exempt

Updated: Updated, December 2021

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Job Purpose

Administrative Assistant, Level III, coordinates and performs administrative support and clerical services for the Principal and the school. Responsible for oversight of the reception functions, office maintenance, office equipment and other general office management functions. Independent judgment is required to plan, prioritize, and organize a diversified workload, as well as recommend changes in office practices or procedures. Ability to interact and communicate with individuals at all levels of the organization, parents/guardians, students, staff and community.

Preferred Qualifications

• High school diploma required, Associate degree preferred
• Three years secretarial/office management experience preferred
• Exhibits professional demeanor
• Demonstrates effective public relations skills
• Proficient in word processing and data entry
• Skilled in the use of Microsoft Office, Google platforms and other programs
  
  

Essential Duties And Responsibilties

Responsible for the organization and completion of general office administration

• Good organizational and prioritization skills.
• Ability to answer phones, direct calls, and take precise messages.
• Ability to keep calendar and schedule activities.
• Ability to resolve practical problems and situations effectively dealing with a variety of situations.
  
  

Manages time effectively in order to deliver and manage duties

• Arranges daily schedule in accordance with requirements of principal.
• Establish work priorities and action plans to complete daily routines, responsibilities, activities, projects or assignments.
• Ability to intermittently work under hectic conditions.
• Ability to work with minimum supervision.
  
  

Above Average Technological and Written/Oral Language Skills

• Excellent communication skills, both verbal and written.
• Maximize work efficiency through the use of computers and other technologies.
• Provide principal with summative reports of data as needed.
• Ability to prepare correspondence, documents, flyers, reports, and newsletters (Word, Canva, PowerPoint, Excel and Google Docs).
• Ability to learn student database system and district business office system.
• Ability to effectively present information and respond to questions from staff, parents/guardians, administration personnel, and in front of groups of people.
• Speak knowledgeably of educational programs offered by Linden Community Schools.
• Knowledge of district telephone operations and ability to instruct staff.
• Greet and direct visitors in a professional, friendly manner.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  
  

Mathematical Skills

• Reasoning ability.
• Ability to calculate figures and amounts such as discounts, percentages, and budget balances.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
  
  

Maintains a professional image

• Dresses in attire that conveys a professional image.
• Consistently maintains personal self-control and professional decorum in office and community.
  
  

Maintains a clean, organized office environment with space and equipment in proper repair

• Supervise office systems and procedures.
• Maintain accurate and organized filing system.
• Reports equipment failure appropriately and ensures that repairs are completed.
  
  

Maintains confidentiality of student information

• Observe board policy, legal and ethical guidelines for safeguarding the confidentiality of student records and personal situations (i.e., health, court orders, etc.).
• High level of interpersonal skills to handle confidential and emergency medical situations.
• Assures timely documentation and maintenance of accurate, current, and pertinent student information records.
  
  

Assumes responsibility for the record keeping associated with the building budget

• Maintain balance, deposits, and expenditures of Activity Fund Account.
• Maintain balance, withdrawal, and expenditures of Petty Cash fund.
• Process building requisitions and annual bid orders.
• Enter all requisitions into district data base.
  
  

Responsible for all student records (enrollment follow up, withdrawal, updates to student information)

• Verify accuracy and completeness of enrollment packages for all new students.
• Enter necessary student data into student data base.
• Maintain CA60 files.
• Process record requests and record releases for student enrollment/withdrawals in a timely manner.
• If necessary, coordinate student enrollment/withdrawals with Special Education Department.
• Update student emergency information in student data base annually and as needed.
  
  

Responsible for reporting all new student immunizations in the Michigan Care Improvement Registry (MCIR)

• Enter all new students in MCIR.
• Ensure that all new students are properly immunized according to State guideliness
• Submit report to Genesee County Health Department as required.
  
  

Responsible for student/family correspondence

• Assist with monthly newsletter and calendar for students/families.
  
  

Responsible for health and well-being of all students

• Ensure proper documentation is completed by parent/guardian and physician for all medical conditions and medications.
• Administer student medication according to district guidelines and physician instructions.
• Keep accurate log book for instructions and administration of medication.
• Distribute health alert notices for classrooms when reported communicable disease is present.
  
  

Responsible to submit bi-weekly payroll and document employee attendance

• Calculate bi-weekly payroll for hourly employees.
• Document employee absences.
  
  

Responsible to coordinate building substitutes and maintain substitute plans for building staff

• Secure administrative assistant substitute for all absences.
• Maintain accurate and detailed administrative assistant substitute plans.
• Secure substitutes for IEP meetings, SAT meetings, and emergency staff absences.
• Maintain substitute plans/folders for building staff.
• Submit weekly substitute report to Administration Building.
  
  

Assist in school year start up preparations

• Responsible to create & update class lists for teachers for continuing enrollment.
• Send welcome letter to all parents/guardians of enrolled students.
• Create and update staff lists, telephone lists, building maps, building marquees, staff mailboxes, staff emergency cards, etc.
  
  

Assist in year-end closing

• Responsible for assigning and promoting students to the new school year.
• Moving CA60 files to next building for grade level change.
• Disposal of student medications.
• Purge annual files (i.e., requisitions, activity accounts, payroll, etc.).
• Close out Activity Fund and balance Petty Cash – send to Admin.
• Enter all Bid Order requisitions in FAS for next school year.
• Other duties as assigned
  
  

Preferred Knowledge, Skills, And Abilities

High School diploma or equivalent plus three years secretarial/office management experience or Associate Degree preferred.

Supervisory Responsibilities

None

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty 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.

Provide accurate and efficient administrative assistant services to the school principal and to assure the smooth and efficient operation of the school office. Good command of English skills including telephone etiquette. Ability to relate well with middle school age students and with their parents/guardians. Ability to organize and maintain a busy office. Ability to meet deadlines and handle a wide variety of situations. Must have quality of maintaining utmost confidentiality in all matters, sensitive and otherwise, pertaining to the student, the student’s family, and the school district.

Language Skills

Ability to read and interpret written language.

Ability to write routine reports and correspondence.

Ability to speak effectively before groups of students or employees or organizations.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, proportions and percentages.

Reasoning Ability

Ability to define problems, collect data, establish facts and draw valid conclusions.

Physical Demands

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 regularly required to sit, stand, communicate and talk or hear. The employee frequently is required to walk, use fingers, tools or controls. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, and depth perception.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet. The employee is continuously required to meet deadlines with severe time constraints, interact with the public and other staff, work irregular or extended work hours.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Statement Of Nondiscrimination

It is the policy of the Linden Community Schools not to discriminate on the basis of race, color, national origin, sex, (including sexual orientation or transgender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category, (collectively, "Protected Classes"), in its programs and activities, including employment opportunities.

The following person have been designated to handle inquiries regarding nondiscrimination policies:

District Compliance Officers

Linden Community Schools

7205 W. Silver Lake Rd.

Linden, Michigan 48451

(810) 591-0980

For further information on notice of nondiscrimination, see the following website: http://1.usa.gov/1Jssk6D or call 1-800-421-3481.