Administrative Assistant I

Job Overview
We are seeking a dedicated and organized Administrative Assistant to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by providing essential administrative support. This position requires strong communication skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

DEADLINE: Until FIlled

REQUIRED:

Classified Application Form (Found on the District website under the DISTRICT HIRING tab www.livingston.k12.mt.us)

Letter of Interest

3 Letters of Recommendation

Resume

*Applications must be submitted as a single PDF

Job Description

Title: Administrative Assistant I ~ PHS

Qualifications:

- High School Graduate;

- Previous office experience preferred;

- Working knowledge of office software (i.e. Microsoft Word, Excel);

- Proficient typing skills and ability to learn new computer programs as necessary;

- Bookkeeping skills;

Reports to: Building Principal

Job Goal:

Expectations of this position:

- Extreme amount of multitasking in an office that caters to students, teachers, and parents;

- Maintain a positive relationship with students, parents, and community;

- Ability to communicate effectively (both verbal and written);

- Must maintain confidentiality at all times;

- Maintain attention to detail;

- Maintain control under stress and ability to work effectively in a busy environment with frequent interruptions;

- Ability to work with students and parents with patience and understanding;

- Ability to act quickly and safely in an emergency situation;

- Repetitive hand motions (writing passes, answering phone, waiting on students/parents, and working on the computer all at the same time);

- Prolonged use of computer and other office machinery;

Duties and Responsibilities:

· Maintain daily correspondence with teachers regarding absences, appointments, messages.

· Maintain and organize substitutes for staff daily. Insuring that all positions are covered.

· Maintain all timecards for Substitutes.

· Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

· Assist attendance clerk by accepting and logging in absence calls.

· Assist and maintain the master schedule.

· Develop and maintain personnel directory of information.

· Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

· Coordinate, schedule, and maintain calendar of appointments for Principal.

· Serve as liaison between parents and school and community.

· Track, maintain, and correspond letters to parents re-guarding students Fees/Fines.

· Manage, maintain, and assign school keys.

· Manage, maintain, and assign codes for the copiers.

· Learn to operate new office technologies as they are developed and implemented.

· Train new staff members on school office machinery.

· Organize all PHS Open Houses and Parent/Teacher Conferences.

· Create correspondence databases, spread sheets, and various publications.

· Interpret and apply policies and procedures as they pertain to the Main Office.

· Manage, update annually, and distribute the Park High Student Handbook.

· Assist in drills and lock down procedures.

· Order, receive and distribute supplies and forms.

· Distribute school enter departmental mail daily.

· Route and distribute postage mail daily.

· Distribute office passes and notes as directed.

· Assist the Principal in developing and administering the budget for PHS’s operation for each school year.

· Manage, maintain and assign PHS credit cards for staff.

· Reconcile PHS credit cards every month.

· Field questions from parents, general public, teachers, counselors, and administrators concerning all school and sports activities.

· Schedule ticket-takers for all home activities.

· Manage and maintain the schools Petty Cash to ensure accurate accounting of receipts and disbursements.

· Manage and maintain all cash boxes for home activities and for other clubs as needed.

· Certified to administer first-aid & medications to students. Also, certified in emergency first-aid including CPR, EpiPen, and Glucagon administration.

· Administer daily meds according to the school policy.

· Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

· Develop, and mail out the monthly PHS Newsletter.

· Compose, type and copy correspondence reports, bulletins and other materials and distribute to the correct individual in a timely manner

· Manage and maintain the PHS web site.

· Develop, manage and maintain graduation list for graduating seniors for printing of diplomas.

· Organize, decorate and set-up for graduation practice and graduation.

· Place orders for materials, verify quantities delivered, and distribute to staff.

· Order postage and maintain postage machine.

· Responsible for compilation and distribution of all necessary paperwork including:

- Student Accountability

- Medical Information sheet

- Demographic form

- OPT form

· Deposit collections for teachers and staff.

· Handle questions from parents, general public, teachers, counselors, and administrators concerning sports activities.

· Computer applications:

- Infinite Campus

- All Microsoft computer applications

- Fortinet phone program

Job Type: Full-time

Pay: $21.27 - $22.10 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Ability to Commute:

• Livingston, MT 59047 (Required)

Ability to Relocate:

• Livingston, MT 59047: Relocate before starting work (Required)

Work Location: In person

Salary : $21 - $22