Administrative Assistant (Floater)

Qualifications

• High School diploma (additional related training desirable but not required)
• Previous secretarial experience is beneficial
• Organizational skills, word processing skills and proficiency in oral and written communication skills
• Ability to operate office machines, such as computer, typewriter, copier and fax machine
• Knowledge of software applications, such as word processing, spreadsheets, and database management currently used in the District
• Ability to assume responsibility, display initiative, and exercise good judgment
• Professional and personable
• Ability to perform duties of a sensitive and confidential nature

Responsibilities

• Create class lists; Sort student files into Homeroom/Teacher sections; Have personal/emergency information sheets ready for parents to check at registration; Process all new enrollments; Pass out teacher supplies;
• Daily Place staff sign-in sheet on counter and remove after the time they were scheduled to report; Import student attendance in the computer; Call parents if a student is absent and they did not call in. (Start calls by 9:00 a.m.); Write out student tardy slips; Put lunch envelopes in the teachers' mail boxes;
• Distribute Inner-District mail from the green bag: Anything that came in for the staff, place in the appropriate mail boxes
• Copy and place in the appropriate boxes any correspondence which was sent by the Central Office for distribution
• Process any student files coming from other schools or the Central Office
• Post the U.S. mail - distribute to the appropriate personnel
• Take messages and get them to the appropriate personnel (NOTE: Classes should not be interrupted except in an emergency.)
• Provide first aid to sick and injured students, staff and visitors, maintain injury reports, contact parents of students when needed. (In case of an emergency, call 911.) Make ice and/or ice packs as needed; Maintain a sign-in/sign-out sheet for parents taking students out before dismissal time.
• Process any new or transferring student folders
• Weekly Change staff sign-in sheet for the next week. Write in new dates; Copy previous weeks staff sign-in sheet and send original to Central Office
• Monthly Create a school calendar (a copy must be sent to the Central Office by the last Monday of the month and home with the students by the last day of the month); Lunch calendar should be sent home with the students by the last day of the month; Pay invoices when needed (Principal must sign for approval - make a building copy); Complete any reports needed for end of the month student attendance; Make new lunch envelopes
• Type purchase orders as needed; Type letters that need to go home and have the Principal approve; Type and send out Early Dismissal reminder as needed; Make sure parents sign-in and are given a visitors pass; Put away any supplies that may have come in; Order paper, construction paper, rolled paper and supplies as needed; Help check in books that come in during the year and over the summer
• Maintain confidentiality and loyalty to employer
• Promote a positive image of the District at all times
• End Of The Year Retained students should be put back a grade in the computer so that they appear in the correct grade when roll-over is completed
• Prepare all documentation requested on the Principal's End of Year Checklist and submit to the Central Office