Admin Associate I - Welcome Center

About the role

The purpose of this position is to perform secretarial assignments in support of the on-going operations of the school and related programs and enhance the administrators' effectiveness by providing information management support and representing the administration to others. Ensure student success by facilitating the effective operation of the school environment/related programs by supporting building/program personnel.

Responsibilities

• Composes and types routine letter, memoranda, reports (district, state and federal), minutes of meetings, newsletters, calendars, agendas, handbooks, technical materials, numerical data, charts, and forms.
• Receives and screens visitors and telephone calls, takes messages, schedules appointments, manages calendars, facilitates building tours, and provides information to callers based on school/department/related programs operations and the interpretation and application of policies and procedures.
• Schedules and arranges meetings and conferences for supervisor including making travel arrangements if needed.
• Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
• Establishes and maintains office files, logs, student and school records, progress reports/report cards, transcripts, or other workflow information.
• Sorts, opens, and distributes incoming mail for staff, associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.
• Maintains student attendance making safe arrival calls as needed.
• Completes student enrollment in the school, completing enrollment reports and ensuring students are assigned to classes and schedules.
• Captures and updates student files.
• Coordinates and assist with preparation of the master schedule.
• Facilitates substitute services by working with building staff and the substitute coordinator regarding substitute teacher requirements, signs substitute teachers in and out; directs substitute teachers to the proper classroom; facilitates sub coverage for any unfilled requests including emergency absences and short term absences; and monitors staff absences.
• Data management including gathering, entry, retrieval, updates, verification, and deletion from electronic and paper records including student files.
• Creates, maintains, and updates the school website.
• Provides basic first aid to students and staff; distributes medications; responds to codes as required; contacts parents of sick or injured students; maintains injury logs, completes injury reports and participates in appropriate training sessions, such as blood borne pathogens, medication administrations, CPR, first aid, etc.
• Keeps informed of office details and advises supervisor(s) of any concerns.
• Affords assistance in the preparation of budgets, financial reports; prepares and monitors any financial records, purchase orders, invoices, check preps; basic accounting for school accounts; process student fees and payments.
• Determines needs and orders office supplies, equipment, and makes contacts for any needed repairs.
• Operates standard office equipment.
• Coordinates school volunteers ensuring completion of background checks.
• Coordinates preparations for student activities, student and family events, and other school projects including organizing and facilitating registration.
• Coordinates student transportation and makes transportation reservations and other preparations for field trips.
• Works with facility use scheduling, parking permits, and student work permits as required.
• Supervises students that may be in their assigned area and assists in student behavior interventions as requested.
• Prepares student/parent handbook, student directory, newsletters, and other documents for multiple audiences.
• Facilitates building security including identification checks for visitors, FOBS, keys, crisis plans and implementation of crisis response, and monitors cameras.
• Assists with test organization for federal, state and district level assessments as requested and assists with ensuring adequate trained proctors are available.
• Maintains confidentiality of documents and information received for staff and students.
• Provides backup to other office staff and provides training to other staff and parents as requested.
• Acts as liaison to community partners.
• Participates in building committees and workgroups as requested.
• Maintains environmental factors and reacts as required.

Qualifications

• High school graduate with three to five years secretarial experience in a fast paced office environment, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
• Valid driver's license.

Skills

• Proficiency through Skill Check testing (typing speed and accuracy, grammar, proof-reading and MS Office word processing).
• Ability to operate a variety of office equipment including computer, typewriter, photocopier, calculator, fax machine, telephone switchboard, etc.
• Ability to lift and/or move up to 30 pounds.
• Ability to work independently and with interruptions in an organized manner and prioritize tasks to ensure completion of all job responsibilities within designated deadlines.
• Knowledgeable of all district, federal and state policies and procedures as required.

Benefits

Not specified.

Pay

Starting wage: $19.94+ per hour (based on experience).

Schedule

Not specified.

Benefits

Not specified.

Equal Opportunity Employer

The Sun Prairie Area School District is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the School District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.