HMS and FWA Administrative Assistant

School Office Assistant

Reports to:

Administrator

Qualifications:

High School diploma

CPR/AED Certification

First Aide Certification

Appropriate clerical work experience (preferably clerical work in a school setting)

Detail orientated individual with good oral and written communication skills

Competent in the use of office machines and computer applications and programs

Knowledge of Word and Excel and current Student Services Systems

Good communication skills with students / parents / staff

Abilities, Skills, and Knowledge Desired:

Timely and accurate process of work

Assist office staff and administration

Assist students / parents /staff

Positive and pleasant role-model

Knowledge of communicable diseases and procedures; diabetic, seizure, and other emergency procedures; blood borne pathogens; and universal precautions preferred (training will be provided by district nurse)

Comfortable with providing medical assistance, i.e., dispensing medication, providing first aid, etc.

Responsibilities:

Daily:

Greet visitors, help any person/parent/visitor when they are in the building/office.

Verify and check into Raptor and print badge.

Verify students and visitors entering and leaving the building.

Retrieve attendance off attendance line and enter into Skyward

Call to verify attendance with parents to follow up on safety of a child

Assist students with attendance issues

Answer and direct telephone calls to the appropriate staff members

Monitor, assist, supervise students that need extra help in the office

Discipline issues (enter into Skyward and Alpine, reports and PBIS)

Help students and staff trouble shoot problems with computers, phones, copy machine, etc. or any questions they may have

Sort mail that comes into the building

Handles announcements / media notifications

Handles background checks for volunteers

Coordinate with AESOP for subs for the building

Have subs folder, keys, name tags ready for substitute first thing in the morning

Fill out paperwork for teachers to complete that are absent and place in their mailbox, maintain sub information and send payroll information when needed to the Business Office

E-mail daily to all staff who is subbing in the building

Maintain student attendance and enrollment statistics

Maintain electronic calendar for staff members and appointments

Maintain Media Pit calendar for staff members

Back-up for maintaining maintenance request

Keep track of A/B Daily Schedule

Field Trip Permission Slips

Enter new students into a schedule E3 Scheduling & Mailing

Negative Lunch Accounts

Assists with discipline issues~ radio for administrator/staff. Supervise and calm student until assistance arrives.

Weekly:

Monitor forms that are in the bins in the office and the commons area

Assists with remediation folders and keep parents informed of progress of the folders

Assists with Friday football games and staff who will be supervising

Notifies parents for discipline issues as directed by administration

Send out weekly calendar for staff via e-mail

Process weekly checks when necessary for the school out of the accounting system

Prepare pay sheets for substitute teachers pay for Business Office and send twice per month

Monthly:

Proper paperwork in the office for students that are out for sports/activities

Monitor athletic inventory with coaches of each sport

Maintain copy counts for staff members and report the information to building principal

Balance the accounting system monthly and send information to the Business Office

Print monthly calendar of the building facility use and distribute to BSG and Maintenance Department

Create and prepare monthly newsletter for parents

Assist with Fire Drills as asked by the administrators

Helping with Conferences

Summer Time:

Assist with attendance for Summer School

Assists with 8th grade cumulative folders to HHS

Assists with the moving of cumulative folders to the appropriate file cabinets

Set-up discipline folders

Prepare for on-line registration for each student

Prepare fees in Skyward for parents

Create a master daily schedule for students and teachers in Skyward

Mail a letter to staff in August

Fall Staff Listing / Phone List

Set-up Bell Schedule

Create and maintain A/B Day Schedule

Create bus supervision schedule for staff

Set-up with Principal due dates for progress reports and final quarter grades

Prepare and maintain the policy/procedure handbooks on the teacher web page

Record budget information of staff members

Assist with budget as needed by Principal

Prepare purchase orders for all staff requisition requests

Order Office supplies

Order paper supply for entire staff

Check in all supplies that come into the building summer and during the year

Maintain and prepare student supply list and send out to the community stores

Prepare forms for printing in the summer for the beginning of the year

Collect student fees

Through-out the year:

Assists with Updating requested family changes in Skyward

Send for student records

Notify staff of new students cum folders and set up time to review in office

Send out transferring student records

Schedule…