SCHOOL ADMINISTRATIVE ASSISTANT

MIDDLE SCHOOL

SUPERVISION EXERCISED AND RECEIVED

Under the immediate supervision of the Principal. 

DISTINGUISHING CHARACTERISTICS

Under supervision of the Principal, the Middle School Administrative Assistant provides broad-based support to the school site by assisting school personnel, the student body and a variety of visitors; overseeing school site work flow; contributing to health and safety; serving as receptionist in the front office; handling assigned budgets and operating and maintaining equipment and systems. The AA also performs duties designed to support administrative personnel and provide assistance with administrative functions. Because of constant contact with school and District personnel, the student body, parents and other community members, and the general public, a high degree of diplomacy and confidentiality is required in all situations.

EXAMPLES OF DUTIES AND RESPONSIBILITIES

• Maintains a high degree of confidentiality regarding all aspects of the school site operation, including information regarding staff, students and families, both educational and personal.
• Establishes and maintains a cooperative relationship with contacts in the course of work.
• Organizes and expedites the work flow of the school site, offering guidance and direction to others so that goals and deadlines may be met on time.
• Performs secretarial work, including typing, word processing, proofreading, filing and recording information, as well as generating and distributing information.
• Operates computers, software and other office machines.
• Prepares daily bulletins.
• Serves as secretary to the Principal and Assistant Principal.
• Oversees school safe, keys and records.
• Assists clerk typists, as needed during busy times.
• Assists with field trips.
• Acts as receptionist, handling phone calls as well as receiving visitors to the school site.
• Greets and guides substitute teachers and specialists.
• Relays messages to staff members and students.
• Monitors students referred for illness and disciplinary actions.
• Maintains, and submits to the District Office, records regarding staff absences, payment of substitutes, and time sheets.
• Distributes paychecks to all personnel.

• Maintains budgets as assigned.
• Orders, distributes, records and maintains accounts for equipment and supplies.
• Processes purchase orders, demands and requisitions.
• Prepares student and staff accident reports.
• Prepares student work permits.
• Manages and maintains the telephone system.
• Manages and maintains the bell system.
• Maintains and operates copiers and the laminator.
• Familiarizes staff, substitutes, parent volunteers and student aides with operating equipment, and provides any other needed guidance.
• Helps coordinate the planning of emergency/disaster preparedness and carries out assigned duties.
• Evaluates daily situations and takes appropriate action and/or seeks direction from appropriate personnel.
• Evaluates health and medical emergencies.
• Takes direction from school nurse regarding health issues.
• Follows all health protocols outlines and described in the Marin County Health Manual related to immunizations, communicable diseases and medications.
• Administers first aid and medication to students on an immediate or daily basis to meet their health needs.
• Handles emergencies concerning employees and students, making decisions independently and recommending appropriate action.
• Works in conjunction with the District Office.
• Attends school and District meetings as assigned to convey and/or gather information required to perform functions.
• Monitors site and/or District activities, as assigned, and coordinates them to ensure compliance with established financial, legal, administrative, and/or local board policy and administrative regulation procedures and requirements.
• Researches school, District or other assigned area, regarding policy and procedure, to gather information to be used or conveyed for a variety of reasons.
• Coordinates use of the school site facilities for a variety of programs and activities including meetings, workshops, enrichment programs and sports.
• Works with school custodians and maintenance staff to set up for activities.
• Schedules rooms for meetings and specialists.
• Performs other related duties as assigned.

MINIMUM REQUIREMENTS:

Knowledge of:

• Correct English usage, spelling, grammar, punctuation and fundamental mathematical calculation.
• Current office methods, procedures and equipment, including receptionist and telephone techniques.
• District policies, rules and regulations applicable to the school site.
• Numerical, alphabetical and subject-matter filing systems.
• Principles of supervision and training.
• First aid, CPR, and emergency/disaster preparedness.

Ability to:

• Maintain a professional demeanor at all times.
• Maintain confidentiality.
• Maintain cooperative relationships with those contacted in the course of work.
• Work independently and coordinate the work of others.
• Perform secretarial work involving independent judgment, accuracy and speed.
• Operate and maintain office equipment.
• Understand and carry out oral and written instructions.
• Set up and maintain filing and other office systems.

EDUCATION

• High School graduate or the equivalent
• Additional training in office or organization and secretarial skills.

EXPERIENCE

• Three years of experience in increasingly responsible secretarial experiences that have included the exercise of independent judgment, preferably in a public school system, or any combination of training and experience that could likely provide the desired knowledge and abilities.