Administrative Specialist, Full-Time (26/27 School Year, Santa Cruz Gardens School) In-District Recruitment

Adopted:  5/20/09  SOQUEL ELEMENTARY SCHOOL DISTRICT Job Description   TITLE: Administrative Specialist DESCRIPTI Administrative Specialists perform a variety of regular school office duties including attendance, student registration, student records, class scheduling, budget control and bookkeeping related to school accounts. Under general direction, performs clerical and bookkeeping duties in support of the day-to-day operation of a school, receives supervision from a school site administrator within a broad framework of standard policies and procedures.  REPORTS TO: Principal                      EVALUATED BY:   Principal  MAJOR AREAS OF RESPONSIBILITY:  Maintain student and employee attendance records; register new students; set up cumulative record folders; maintain student health records.  Verify student absences, issue admit slips and assign students to classrooms as required.  Prepare student schedules on database with information supplied by the administrator and or counselor.  Maintain permanent records of students including recording grades and test scores, sending and receiving transcripts; preparing student recognition awards.  Use communication system and student database; order and keep inventory of office and school supplies; maintain appointment and schedule calendar  Set up a variety of systems to maintain a running balance on a variety of school accounts (supplies, categorical funds, grants, student activities, etc.).  Process purchase requisitions; contact vendors upon request, seek out purchasing sources and obtain price quotations and comparisons; check invoices against purchase orders. Receive, check order and distribute supplies to administration and faculty.  Prepare periodic school site budget reports for use by the principal and staff; receive and verify information; post and/or transfer appropriate data to proper accounts.  Receive cash and checks, prepare and make bank deposits, reconcile school accounting records to district reports and maintain accurate accounting of all collection of funds; maintain petty cash fund.  Perform general clerical activities including word processing, typing, data entry, reviewing proofreading, filing and recording information.  Maintain billings and record of usage for copy machine, laminating machine and any new equipment or machine added to the school inventory; perform general school office duties.  Greets visitors, staff or students in person or over the telephone, ascertains nature of business and provides standard information as appropriate. May answer incoming phone lines and route calls to appropriate extensions, sorts and distributes mail; take daily lunch counts; act as resource to parents and teachers.  Type correspondence, memos, reports, bulletins, requisitions, forms, letters, etc.; sort, distribute, file and/or mail forms, documents, correspondence and other records as requested.  Assemble and organize materials and schedule locations for testing, counseling, health screenings or meetings.  Operate a variety of office machines.  Administer first aid in conjunction with required district policy  Maintain regular attendance.  Work cooperatively with others.  Perform other related duties as assigned.  EMPLOYMENT STANDARDS:  Training and Experience:  Any combination of training and experience, which would indicate possession of the knowledge, skills and abilities listed herein.  Completion of the twelfth grade or the equivalent and approximately two years of secretarial or accounting experience. Pass a pre-employment basic skills test.  Knowledge:  Knowledge of proper office methods, techniques and procedures including filing systems, business correspondence, receptionist techniques and report writing; financial accounting and record keeping methods; correct English language usage, spelling, grammar, punctuation and vocabulary; basic techniques for supervision and employee motivation.  Abilities:  Ability to learn the operation, procedures, policies and requirements of assigned programs and statistics and to apply them with good judgment in a variety of procedural situations; learn, interpret and successfully apply district rules, procedures and policies with good judgment while independently carrying out a variety of technical procedures; understand and carry out oral and written directions; keyboard accurately at forty words per minute; analyze situations and take appropriate action; operate a variety of standard office machines and equipment; perform mathematical calculations; coordinate activities and details; direct and coordinate the work of others where necessary; establish and maintain cooperative and effective working relationships with those contacted in the performance of required duties.  Physical Effort/Work Environment:  Moderate physical effort, which may include frequent standing or walking and occasional lifting (up to 20 pounds), climbing or stooping; use of medium weight tools and materials, may be required to sit for extended periods of time. Work environment includes some exposure to noise and drafty places, mostly indoor work environment.   TERMS OF EMPLOYMENT:  A pre-placement physical examination may be required.  Possession of a valid California driver’s license and automobile insurance coverage that conforms to California state law.  Possession of a valid First Aid Certificate.  Evidence of a negative TB test every four years.  Passing of a pre-employment basic skills test.  Salary Range 22 on the Classfied Unit Salary Schedule