Administrative Assistant- School Based

Administrative Assistant - School Based

To perform a full range of administrative and clerical functions for Leland and Gray, including assistance with key departmental administrative tasks.

Essential duties and responsibilities include the following:

• Oversee and manage the substitute calling and leave tracking system for the assigned programs by verifying daily leave and substitute reports, ensuring accuracy of leave reporting and substitute assignments; calling substitutes when needed, arranging for reassignments and coverage when necessary, orienting new substitutes to the program, and issuing daily assignments to substitutes.
• Monitor and track student attendance; produce letters to notify parents regarding absences; serve as liaison with the nurse's office regarding absences.
• Plan, coordinate, and carry out all daily activities and operations related to the assigned administrative function.
• Maintain confidentiality of administration, staff, and students.
• Contribute to a positive school culture and support school-based initiatives.
• Complete school and district-level reports, as requested or required.
• Maintain and update school-based databases, such as Power School and/or SWIS.
• Participate in and provide support to school-based Emergency or Crisis Teams.
• Manage the E-finance system at the building level for purchasing, as directed by the Principal. Support staff in the use of the E-finance system.
• Update information in the database related to students, teachers and parents (may include attendance records, student demographics, etc.)
• Prepare a variety of printed materials, frequently involving the design, set-up and formatting of reports, manuals, forms, and other special documents.
• Organize and maintain a variety of general and specialized department and/or program files and records, both paper and computerized, frequently involving cross-filing/cross-reference systems.
• Type and proof correspondence, reports, minutes of meetings, forms, manuals, brochures, papers, records and other materials from recorded, handwritten, or typed copy. Compose routine correspondence, as requested.
• Perform key office reception functions, in a positive and professional manner, answering phones and greeting visitors: screen calls, and visitors to determine nature of request or problem; refer to appropriate staff member or office; take messages; make appointments; take standard information for administrative or other purposes; distribute a variety of written information; answer questions about department/school policies, procedures, fees, schedules, events, services, programs, and the like;
  
  place calls as requested.
• Process various documents: prepare/initiate documents; review for accuracy and completeness; code; complete missing or inaccurate information; resolve discrepancies; enter data in manual and computerized files, verify/edit to ensure accuracy, update files/records regularly; distribute or file documents as appropriate.
• Compile a variety of standard information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or other staff members.
• Perform other specialized clerical/technical tasks related to the department's primary function, such as: organizing of specialized materials; scheduling tasks/space/equipment/activities; coordinating special mailings and/or meetings; making travel arrangements for senior staff members; and the like.
• Order and maintain an inventory of office supplies and equipment. Oversee office business equipment such as phones, printers, and copiers. Report/communicate problems and order replacement supplies as needed.
• Photocopy various materials. Collate and distribute as required.
• Screen, sort, and distribute incoming mail. Prepare outgoing mail.
• Other duties, as assigned.

This position does not include supervisory duties.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in addition to the following:

• Education and Experience . Associate's degree with relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired. Good understanding of the organization of the public education structure and administrative operations.
• Language Skills. Ability to read and interpret documents such as policies, operating practices, procedure manuals, and governmental laws and regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from parents, students, community members, board members, administrators and employees of organization.
• Mathematical Skills. Ability to calculate percentages, proportions, averages, and other concepts of basic algebra.
• Computer Skills and Experience. Previous experience in organizing and maintaining moderately complex filing and record keeping systems, including computerized information systems.…