Administrative Assistant

West Central School District #49-7

Job Description

REQUIREMENTS:

Education: High School Diploma or GED.

Experience Desired: One year in similar position. Three years preferred.

Physical: Constant hand-eye and mind-eye coordination. Frequent standing, walking, keyboarding, speaking, writing, bending, carrying, pushing, pulling, sitting, reaching, stooping, and turning. Some lifting up to 35 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Other: Excellent customer service, written and verbal communication, organizational, and time management skills. Computer proficiency in word processing, spreadsheets, data entry, email, and internet. Ability to work with frequent interruptions and keep information confidential. Adhere to District’s Policies and Procedures.

ESSENTIAL FUNCTIONS AND DUTIES:

1. Serve as a point of contact and provide assistance to students, staff, and visitors.  Provide information, direct inquiries, and treat guests with tact, discretion, and courtesy.

1. Maintain the secure entrance into the building, monitoring and admitting visitors.

1. Supervise children in the office.

1. Handle and distribute incoming and outgoing mail.
2. Answer incoming communication by phone, email, and other acceptable methods and distribute messages.
3. Assist with directing substitute staff and data entry for payment.
4. Report lunch counts to the food service department.
5. Assist with the student registration process.
6. Maintain accurate student record files. Request records for incoming students and mail records for students leaving the district.
7. Maintain student attendance records to ensure they are accurate. Verify student absences through contact with parents/guardians and inform the principal of excessive tardiness or absences. Prepare attendance reports.
8. Prepare and update reports and communications including bulletins, newsletters, flyers, forms, etc. Processes incoming communications.
9. Unpack and record items received at the building. Disperse incoming supplies and materials.  Ensure receiving records are accurate and sent to the business office promptly for payment. Work with the business office to resolve discrepancies.
10. Monitor supply levels throughout the year and requisition supplies as needed.
11. Account for and complete deposit forms for all collected monies and submit them to the business office.
12. Understand emergency procedures and ensure emergency materials and corresponding classroom materials are current. Communicate procedures as directed.
13. Perform health-related activities including administration of first aid and completion of accident report forms; caring for sick children and notifying parents; obtaining authorization, logging and dispensing prescription medication to students as delegated by the nurse.
14. Assist with the coordination of special events such as screenings and open houses.
15. Operate and troubleshoot office machines.
16. File correspondence, and instructional records and materials. Follow record retention regulations, destroying records at the recommended times. 
17. Provide support to other projects, programs, and/or administrators.
18. Maintain confidentiality of staff and student data.
19. Promote a positive image of the West Central School District.
20. Perform other duties as assigned.

A post-offer criminal background check is required.

EVALUATIONS:

This job performance will be evaluated in accordance with provisions as outlined in District policy and/or procedure.

DISCLAIMER: The preceding description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required.  These may be changed, added or deleted at any time with or without notice.  Personnel may be required to perform duties outside the scope of their normal responsibilities if needed.  The West Central School District reserves the right to revise this description at any time.

The District does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, physical or mental disability, marital status, genetic information, or any other characteristics protected by federal, state, or local law, ordinance, or regulation.