High School Department Administrative Assistant

High School Department Administrative Assistant (197 Days)

Responsible for providing support to the educational process with specific responsibilities for secretarial assistance to the assigned Department; establishing and maintaining records; compiling and distributing materials and reports; and responding to inquiries from a variety of internal and external sources.

• Provide clerical support for the department and assigned leader(s) to ensure the efficient and effective operation of the program.
• Ensure familiarity with and current knowledge of program needs and requirements to support effective, efficient and quality operations on an ongoing basis.
• Manage telephone systems, answering, screening, transferring, and responding to calls and inquiries.
• Receive and greet visitors, interact professionally and courteously, and provide exceptional service.
• Communicate effectively with staff, parents, students, and patrons of the district.
• Proficient in the operation of office equipment.
• Coordinate and plan schedules, events, and meetings.
• Maintain work area in good order with needed materials, information and resource information for visitors.
• Attend department and/or in-service meetings conveying and/or gathering information required to perform functions.
• Compile data and maintain files, as appropriate, for tracking data preparing reports or processing requests.
• Coordinate assigned projects and/or activities completing activities and/or delivering services in a timely fashion.
• Work in tandem with the counselors to track transfer students from other high schools.
• Reconcile account balances for assigned budget categories maintaining accurate account balances.
• Compile and maintain materials, reports and data to prepare and support program operations and improvements, including compliance with state, federal, and local program requirements.
• Order supplies and materials ensuring availability.
• At the direction of the supervisor, prepare a variety of correspondence, reports and other materials documenting activities, providing written reference, and/or conveying information.
• Process a variety of documents and materials disseminating information in compliance with established administrative guidelines.
• Research assigned topics providing information for addressing operations.
• Provide support and enforce safety procedures for the work area.
• Support the operations of the facility or department as directed by the supervisor.
• Perform general clerical functions scheduling, copying, faxing, data entry, filing, mail, etc.
• Perform other duties as required / assigned.

Education and Experience

• High School Diploma or its equivalent.
• Minimum of three (3) years of job related experience with increasing levels of responsibility is required.

Certificates, Licenses and Other Special Requirements

• Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required.

Knowledge, Skills, and Abilities

• Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
• Ability to communicate effectively with staff, parents, students, and patrons of the district.
• Knowledge based competencies required to satisfactorily perform the functions of the job include business telephone etiquette; and grammar, spelling and punctuation.
• Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
• Skill based competencies required to perform the functions of the job, including operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; and promoting activities and/or events.
• Ability to analyze situations to define issues and draw conclusions.
• Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
• Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
• Ability to work with diverse of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
• Ability to analyze issues and create action plans.
• Ability to collaborate and communicate effectively with internal and external stakeholders.
• Ability to apply critical thinking/problem solving to improve work processes.
• Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
• Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
• Ability to work as part of a team; adapt to changing priorities; and apply logical processes and…