School Administrative Assistant III

BASIC FUNCTION:

Under the direction of the high school or adult school principal, plan, organize and coordinate a wide variety of administrative and other office functions and activities related to the administration of diverse programs and operations at the high school or adult school; serve as administrative support to the principal and coordinate communications between administrators, personnel, parents, students and the general public;

train, assign and coordinate the work of assigned school personnel.

The School Administrative Assistant III classification provides primary and complex administrative support to the high school or adult school principal. Incumbents require thorough knowledge of school operations, policies and procedures, and serve in a lead capacity, providing training and guidance to other clerical staff in the office.

The School Administrative Assistant II classification provides primary support to an elementary, middle or alternative school principal. Incumbents require thorough knowledge of school operations, policies and procedures and serve as the school office lead.

The School Administrative Assistant I classification is the primary administrative support to a certificated administrator at a school and may serve as an office lead.

• Plan, organize and coordinate a wide variety of administrative and other office functions and activities related to the administration of diverse programs and operations at the high school or adult school; assist in assuring smooth and efficient office operations; coordinate and organize office communications and information
• Greet and assist students, parents, staff, and visitors; initiate and receive telephone calls; screen and route calls; take and relay messages; provide general information concerning school operations and activities and related rules, policies and procedures
• Assist the Human Resources Department with facilitating site substitute coverage using the automated substitute employee management system; greet and assist substitute employees by providing keys, materials and pertinent information
• Train, assign and coordinate the work of assigned school personnel; prepare absentee forms as directed; review work for accuracy, completeness and compliance with established guidelines and procedures
• Coordinate, schedule and attend a variety of meetings as assigned; prepare and send out notices of meetings; maintain appointment and activity calendar for the school and the principal; reserve facilities; collect and compile information for meetings, projects and workshops; prepare agendas and take minutes as directed
• Participate in scheduling and coordinating various special events and other activities as assigned by the position
• Prepare personnel requisitions for position or staffing changes using the District systems and based on information provided by the budget manager; submit personnel requisitions to the budget manager for approval and route to appropriate department for approval and/or processing
• Compose correspondence; keyboard, format and process a variety of records and documents related to assigned activities such as letters, lists, memoranda, bulletins, reports, requisitions, flyers, posters, forms, packets or other materials from detailed or rough copy; prepare contracts using fillable form and based on information provided by budget manager; proofread completed assignments
• Input a variety of data into computer system; maintain automated records and files; initiate queries and generate a variety of computerized lists, spreadsheets and reports as requested; assure accuracy of input and output data
• Compile information and prepare and maintain a variety of records and reports related to school programs and activities; review and verify accuracy and completeness of various documents; establish and maintain filing systems; process and review various forms and applications as needed
• Receive, open, sort, screen and distribute incoming mail; receive and respond to e-mails; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs
• Administer first aid according to established procedures
• Operate a variety of office equipment including a calculator, copier, laminator, fax machine, computer and assigned software; operate a two‑way radio as assigned
• Communicate with staff and outside agencies to exchange information and resolve issues or concerns
• Monitor inventory levels of office and school supplies; order, receive and assure adequate inventory levels of office and school supplies; prepare purchase requisitions for supplies and services using District systems and based on information provided by the budget manager; submit purchase requisitions to the budget manager for approval; submit purchase requisitions to the appropriate department for approval and/or processing
• Perform other activities in support of the school and…