School Administrative Assistant

Job Title:

Elementary Administrative Assistant

Reports To:

Principal and Assistant Principal Site:
Shawnee Early Childhood Center Qualifications

Credentials: None

Education: High school diploma and specialized vocational experience in or after high school in computers, bookkeeping and basic office skills.

Training or Experience

Required:

2-3 years of secretarial experience. Minimum of 1 year with computer experience using word processing, databases, and spreadsheets. Minimum of 1 year working in a school system is preferred.

Performs skilled level secretarial duties under limited supervision to assist the Principal in the efficient functioning of the school. Works with parents, children, faculty, and other schools and departments. Is responsible for assisting the Principal with all clerical and minor administrative details so he/she can work more efficiently and effectively.

Follows generally standardized operating policies and procedures. On occasion will have to interpret policies and procedures.

• Communication Skills (oral, written, or business):
  Basic communication skills to exchange information, give/receive simple instructions and respond to inquiries; includes filling out forms.
• Knowledge of grammatical structure, vocabulary for preparing correspondence from rough draft or proofing of completed material. Communicates on the phone in clear, grammatically correct English. May train and direct parents, students, and volunteers. May compose correspondence when needed for Principals.
• Data Recording/Record Keeping:
  Performs data recording/record keeping operations determining what changes need to be made to existing records, including computerized records.
• Mathematical
  
  Skills:
  
  Performs routine computations requiring a knowledge of addition, subtraction, multiplication and division using whole numbers, fractions, decimals and/or percentages.
• Reading and Interpreting:
  Reads and interprets routine written or printed materials such as charts, diagrams, maps or instruction material.
• Business Machines (like computers, copiers, etc.):
  Uses and maintains business machines that can be easily learned from simple manuals or simple verbal instructions. Such machines include but are not limited to photocopiers, microfiche readers, CRT/computers, calculators and multi-line telephone consoles. In addition, uses more complicated software programs consisting of word processing, spreadsheets and mainframe applications.
• Office Filing and Retrieving:
  Responsible for establishing and/or maintaining an existing filing system.
• Spelling
  
  Skills:
  
  Spells correctly and proofreads work of others concerning spelling and grammatical structure.
• Contact with Others:
  Has regular contact by telephone or in-person with the public to determine actual information needed. Expected to try and resolve parental complaints but if not able to do so, will refer the caller to the principal.

• Effectively manages all communications between students, parents, school personnel, and other staff. Types on computer, word processor, or typewriter from rough draft or from other transcription devices. Such reports/communication includes letters, memos, evaluations, reports, etc.
• Compiles and prepares/composes documents, reports and communications. Such reports include but are not limited to student and staff attendance, lunch count, lunch records, attendance records, state reports, office correspondence, purchase orders, honor rolls, etc. Maintains attendance and registrar functions.
• Maintains ledgers for activity accounts and other monies. Receives, receipts and deposits monies.
• Handles registrar's functions including enrolling or transferring students, supervising the preparation and transmittal of transcripts and other official documents relating to students; etc. Prepares report cards and school honor roll and awards. Keeps all student information updated in the computer.
• May assist with basic first aid in the care of minor injuries, etc. calling parents for ill/injured students and other reports/records.
• Adheres to universal precautions as established by District's Bloodborne Pathogen regulation.
• May be authorized as building designee to administer medication to students according to District policy which includes accurate and timely recording on medication log.
• Receives visitors, handles telephone calls, and provides assistance or technical information concerning policies, procedures, and other details. Takes and delivers messages. Assists in opening and distributing mail.
• May assist with getting substitutes; providing orientation, and handling paychecks. Prepares timesheets and payroll and may be required to input data into manual or electronic records.
• Assists with inventory, preparation of requisition, purchasing of supplies, non-complex bookkeeping activities, preparation of necessary accounting/purchase order reports. Prepares work orders.
• Responsible for keeping an adequate supply of…