School Administrative Assistant II– Middle School FTE

School Administrative Assistant II– Middle School

Organize, coordinate, schedule and perform office functions at a middle school; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public; train and provide work direction to clerical personnel and others as assigned.

Essential Job Functions:

• Organize, coordinate, schedule and perform a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a middle school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established timelines.
• Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences; independently compose letters, memoranda and bulletins as directed; take and transcribe dictation as required.
• Organize budget and financial material to maintain accurate fiscal records; record expenditures and transfer funds as appropriate; assist in the preparation of annual budgets and other annual reports.
• Coordinate the Principal's office, acting as receptionist, and contact and reference source for staff, students, parents and the public; perform public relations and communications services for the Principal.
• Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary; coordinate and maintain the school calendar of events.
• Train and provide work direction to clerical personnel, students and others as assigned. Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data.
• Collect and account for money collected in conjunction with student body funds, last lost or damaged books and other school activities; account for and maintain the cash fund as assigned; prepare student body financial report.
• Process the certified and classified payroll including the completion and submission of time sheets to the supervisor and District Office; maintain accurate records with respect to personnel; assist substitute teachers and classified personnel by providing them with keys and materials; secure period substitutes and prepare substitute time sheets.
• Initiate office and general school supply purchase orders; receive, store and distribute supplies and office materials; maintain materials and equipment inventory; maintain department purchase orders.
• Perform a wide variety of problem-solving tasks in support of certified, classified and management personnel.
• Operate a variety of office machines such as typewriter, copiers, calculator and computer equipment.
• Utilize a mimeograph machine for forms, certificates, passes, slips and a variety of other items.
• Perform First Aid according to established guidelines and procedures.
• Demonstrates the ability to communicate in more than one language or the willingness to learn to communicate in more than one language at the novice level of proficiency.
• Performs other duties as assigned.
• Maintains regular attendance.

Knowledge and Abilities:

• Knowledge of school office terminology, practices and procedures.
• Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• Receptionist and telephone techniques and etiquette.
• Letter and report writing skills.
• Health and safety regulations.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• District organization, operations, policies and objectives.
• First Aid practices.
• Ability to perform office, secretarial and clerical work to assist the Principal with a variety of administrative tasks.
• Learn, interpret, apply and explain school and District policies, rules and objectives.
• Understand and perform duties within scope of authority.
• Establish and implement revised…