Administrative Assistant- Building Level

Job Description

Monroe Public Schools

Grade 3

Administrative Assistant School/Director

Purpose Statement

The job of Grade 3 School Executive Secretary/Director was established for the purpose/s of providing complex and confidential secretarial and administrative support to the school-site principal and other administrators as well as ongoing support for the broad array of services provided to students, parents, instructional and support employees; conveying information regarding school functions and procedures; ensuring the efficient operation of site administrative support functions; and coordinating assigned projects and site activities.

    This job reports to the Principal or Assigned School Site Administrator.

_______________________________________________________________________________________

Essential Functions

• Assists students, parents, staff and visitors entering the school office for the purpose of providing information, resolving immediate issues, and/or directing to appropriate personnel for resolution.
• Coordinates a wide variety of projects, functions and/or program components (e.g. orientation, open house, field trips, sporting events, assemblies, conferences, appointments, meetings, etc,) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains inventory of supplies and materials for the purpose of ensuring items' availability.
• Maintains manual and electronic documents files and records (e.g. budget data, financial records, monthly reconciliation of bank account, reports, student report cards, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Oversees the work activities within the office for the purpose of organizing assignments, training staff,  monitoring progress, and ensuring completion within established guidelines.
• Prepares a variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. notices, correspondence, bulletins, reports, newsletter, handbooks, purchase orders, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Presents information on administrative procedures (e.g. site policies, procedures, timelines, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.
• Processes a wide variety of documents and materials (e.g. student enrollments and withdrawals, work orders, requisitions, incoming/outgoing mail, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for the assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to 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; using pertinent software applications; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include concepts of grammar and punctuation; basic bookkeeping principles; office management procedures; business telephone etiquette; and common office machines.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize 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 including children; establishing and maintaining cooperative working relationships; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant interruptions.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; and tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Work Environment

The majority of working hours will be spent in an office setting.

Light physical activity such as walking and standing, is required on a daily basis.

Some local travel to complete office errands may be required.
 

Experience:     Job related experience is required.

Education:    Targeted job related education that meets organization's prerequisite requirements.

Equivalency:     None Specified

Certificates Licenses:    None Specified                        

Clearances:    Criminal Justice Fingerprint/Background Clearance

Salary Grade:     3

FLSA Status:     Non-exempt                                                     

(Updated 8/2023)