Administrative Assistant

POSITION PURPOSE

Provides comprehensive administrative support to the principal, department head or other administrative personnel. This position is responsible for receiving phone calls, correspondence, deliveries, visitors and volunteers and responding and referring appropriately as well as preparing materials for distribution and submission of maintenance work orders. This position must comply with and maintain knowledge of all policies and regulations pertinent to the district, school and/or department.

Alternate position titles include Administrative Assistant/Guidance;
Administrative Assistant/Technology;
Administrative Assistant/Professional Development.

• Receive and direct telephone calls, correspondence, deliveries, and visitors, and respond or refer appropriately.
• Prepare, type, copy, mail, and file materials such as correspondence, reports, and bulletins.
• Schedule appointments and meetings.
• Assist in preparation and dissemination of materials and in the use of office equipment.
• Provide backup and assistance to other clerical areas.
• Comply with and maintain knowledge of all policies and regulations pertinent to the district, school and/or department.
• Process routine office forms, including sick/vacation leave, payroll, purchase orders, printing requests, etc., as assigned or directed.
• Maintain employee files.
• Compile statistical reports as assigned or directed.
• Perform bookkeeping functions as assigned or directed.
• Manage grant requests and monitor administrative details following approval.
• Prepare all enrollment forms for new student registration. Provide the withdrawal process for the guidance department. Make copies of MAP scores to send home to parents and assist with the distribution of report cards.
• Prepare guidance correspondences between schools in district and out of district for students' permanent records.
• Organization of testing materials for the State testing of SCREADY and SCPASS. Also, prepare for students' paper and pencils as needed.
• Conduct translations when needed for administration when students and parents speak Spanish.
• Help organize commencement ceremony.
• Check in/out students, volunteers, and visitors.
• Manage all student withdrawals. Obtain necessary documentation and conduct an exit interview to ensure that student is properly coded when withdrawn from school.
• Prepare student IDs.
• Create a positive, helping, and caring environment for teachers, staff and students. Review any potential address issues or out of zone students.
• Create work orders for building maintenance and custodial crews to care for the building.
• Prepare weekly statistical reports for students with a 1.0 average and track GPA; for any athlete that has a grade below 70.
• Prepare end of quarter, semester reports for AD/District.
• Compare daily In School Suspension (ISS) list to students on current teams to make sure they are not on the list, so they are able to play in games.
• Manage the Athletic department website (edits, updates, posts, schedules, rosters, events, photos, etc.). Manage all coach's paperwork and make sure all is kept up to date. Monitor Athletic Dept parking passes. Assist in upkeep of athletic students' records.
• Coordinate the district dinner program for all students in sports that require meals. Order, track, hand out, and report on all meals daily, weekly, monthly.
• Compose and distribute parent communications as needed.

• Prepare transcripts, schedule appointments, and manage correspondence for guidance staff.
• Assist parents with DSS or other forms.
• Gather academic work for students who are absent or attending alternative schools.
• Assist counselors, social workers, and Community Development Facilitator as needed.
• Ensure accuracy of enrollment, transfer, and withdrawal procedures as assigned or directed.
• Maintain strict confidentiality of sensitive data and adherence to local, state, and federal guidelines.

Performs other related tasks as assigned by the Principal, Chief Officer, Superintendent or other district office administrator as designated by the Superintendent.

• Associate's degree or equivalent from a two year college preferred.
• High school diploma and one year relevant office experience; or general education degree (GED) and three years relevant office experience.

• To perform this job successfully, an individual should be proficient in the use of Microsoft Office products including Word, Excel, Outlook and PowerPoint. Ability to use the Internet for research applications. Minimum of 60 wpm. Database management skills are desirable. Must possess working knowledge of common office equipment, such as fax, copier, calculator, etc.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the…