Administrative Assistant (12 month position

position title: administrative assistant (12 month position) ellen p. Hubbell

department: secretarial

reports to: building principal

summary: responsible for secretarial duties associated with the k-5 school.

essential duties and responsibilities: other duties may be assigned.

• knowledge of and operation of varied office machines.
• set up and maintain office files.
• maintain appointment calendar, receive calls and schedule appointments.
• maintain activity calendar.
• process and update budget requests.
• assist with preparation of statistical information and special reports.
• maintain confidentiality of student and staff records.
• maintain accurate files, records and accounts.
• respond to inquiries from students, staff and the general public.
• compile and submit reports as required.
• prepare and follow up on purchase orders (munis).
• maintain general office files.
• input attendance data as required.
• type student and staff accident reports.
• enter and withdraw students from database.
• order supplies using the standard supply list.
• maintain school's accounting records.
• maintain building rental calendar.
• complete all required correspondence.
• process all materials and correspondence for ppt's.
• assist in scheduling process.
• coordinate staff placing information into the student database system.
• prepare master schedule for distribution.
• prepare diploma lists and coordinate graduation activities.
• prepare faculty lists.
• coordinate the preparation of student and faculty handbooks.
• perform other duties as required by supervisors.

supervisory responsibilities: none

qualification requirements: to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

high school diploma or general education degree (ged) preferred. Previous office experience desirable.

ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with parents, staff and students.

ability to work with mathematical concepts appropriate to the position.

basic knowledge and experience with job related computer hardware and software applications. Demonstrated ability to operate a personal computer and related software.

ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to deal with problems.

ability to establish and maintain effective working relationships with students, staff and the community. Ability to perform duties with awareness of district requirements and board of education policies. Proficient in word, excel, munis, and power school; good telephone techniques; general office skills; adaptability; operation of office machines; accuracy; good public relations skills.

the physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is most frequently required to actively circulate around the facility. This involves frequent transitions from standing, to sitting, to bending.

The employee is required to work with hands and continuously will repeat the same hand, arm or finger motion many times as in typing or word processing. The employee must occasionally lift and/or move up to twenty-five (25) pounds, such as av equipment and books. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus.

the work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate. The employee continuously is interacting with the public, staff and students. The employee frequently will be required to meet multiple demands from several people.

salary: class b of the secretarial contract hours: 8:15 a.m. To 4:15 p.m.