Head Administrative Assistant - Junior High [ESP2326]

Job Title: Administrative Assistant III

Classification Title: Junior High Head Administrative Assistant

Calendar: B, Year Round

ESP Salary Schedule: Range 80 Step 1
Hours: 8/Day 40/Week

Location: Mound Fort Jr. High

General Purpose

Responsible for overseeing and providing administrative and clerical support for the assigned school or department.  Duties include greeting visitors, providing administrative support for campus leaders and staff and maintaining the workflow of office staff.

Main Tasks and Responsibilities

• Instruct and maintain the flow of work for the assigned office staff and ensure the provision of high levels of customer service for parents, students and staff.
• Greet visitors; ascertain nature of business, and direct visitors to the employer or appropriate person.
• Dispatch Maintenance personnel, maintain maintenance logs and coordinate work orders, as needed.
• Distribute credit cards to appropriate staff, monitor purchases and reconcile credit card purchases to bank statements monthly.
• Assist the Principal and school leaders with the posting, interviewing and hiring processes as required.
• Submit mileage sheets to the Business Office.
• Review and verify monthly teacher absence reports.
• Coordinate substitute and class coverage for absent faculty; contact subfinder system for daily absence.
• Monitor intercom and other communication systems and follow tight security procedures necessary for ensuring the safety and security of staff and students.
• Answer telephones and give information to callers, take messages and/or route to appropriate staff members.
• Ensure that all financial policies and procedures for cash handling and accounting are followed and orient new employees in the appropriate handling of such transactions.
• Follow purchasing requirements and processes
• Compile and prepare reports required by Federal, State, and district agencies.
• Supervise students who are sent to the office to see principal or assistant principal.
• Assist with the registration process.
• Prepare teacher lists and class schedules at the beginning of the school year and keep updated.
• Oversee completion of inventory reports in the school.
• Maintain key inventory control.
• Maintain record of staff/faculty absences and comp time.
• Approve/disapprove bus pass applications; enter on computer, prints out, laminates, and issues to students.
• Open, read and route incoming mail/email. 
• Copy, file and distribute a variety of documents.
• Receive monies from students, teachers, and staff; make bank deposits as assigned; and record all transactions in journal and ledger accounts.
• Work with word processing, spreadsheet and database software to complete administrative tasks.
• Record balances for students and teachers on computer; input each student's accounts receivable on computer; contact the student and parents to collect unpaid balances.
• Handle extensive confidential information.
• Provide clerical and administrative support for the Principal and other staff as assigned.
• Keep accurate budget accounts. 
• Compose and type routine correspondence; prepares materials for special events such as invitations, guest lists RSVPs, programs, etc.
• Update SIS student records on computer; enter new students and withdraw transferring students (includes attendance, grades, credits, and testing information).
• File correspondence and other records.
• Schedule appointments and make changes to school and administrator’s calendar as necessary.
• Maintain and disperse student medications.
• Make decisions regarding dissemination of information, screening of visitors and deferral or immediate action in the absence of supervisors.
• Compile and type statistical information and reports; maintain related databases and enter new data as necessary.
• Schedule meetings and record minutes of meetings as assigned.
• Prepare outgoing mail.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text data and graphics.
• Order and stock office supplies as necessary; process purchase orders, receive goods and process invoices, as necessary.
• Follow purchasing requirements and processes.
• Complete inventory check in the spring on equipment and textbooks by room.
• Supervise the maintenance of office equipment such as copiers and computers; arrange maintenance contracts for equipment; call for assistance when needed for more complex repairs and maintenance. 
• Assist in developing and distributing information packets, notes and the like to students, parents and staff as needed. 
• Assist with and participate in various school activities, fundraisers and special events, providing support and assisting the principal and teachers with the coordination of such activities.
• Serve as backup for other clerical and administrative staff as assigned.

Education and Experience

• A High School Diploma or equivalent.
• Three (3) years of related experience.
• Knowledge of bookkeeping and skill in typing, computers, and using a calculator.

Working Conditions and Physical Requirements

• The job occasionally requires light physical exertion including walking, standing, motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant elements.