Administrative Assistant (Guidance)

Reports to: Building Principal

Position Purpose

Under the direct supervision of the principal, provide clerical, secretarial, and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional, and support employees.

Qualifications

• High school diploma. Post-secondary training is desirable.
• Documented evidence of a clear criminal record (FBI and BCI).
• Congenial telephone etiquette.
• Proficient in office protocol and the use of business equipment.
• Proficient in the use of office and management information software.
• Knowledge of Google Docs.
• Proficient in data entry, spelling, proofreading, and the correct use of grammar.
• Bookkeeping skills and the ability to apply advanced mathematical concepts.
• Multitasking ability and strong interpersonal skills.
• Training in ALICE school safety process.

Responsibilities

• Performs administrative support functions.
• Organizes and maintains a functional filing system that ensures the safe retention of office records.
• Keeps materials properly filed to maintain an orderly office.
• Upholds board policies and follows administrative procedures.
• Promotes a favorable image of the school district.
• Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments. Directs visitors to the appropriate person or office.
• Refers inquiries requiring policy interpretation to administrative staff.
• Answers the telephone. Directs calls based on the nature of the inquiry. Takes messages. Manages calls efficiently to keep telephone lines open.
• Maintains an office calendar. Schedules appointments as directed.
• Helps communicate information about weather delays and emergencies.
• Respects personal privacy. Maintains the confidentiality of privileged information.
• Prepares/processes educational verifications.
• Processes incoming, outgoing, interoffice mail, and faxes.
• Monitors changes in the regulations that govern the manner in which data is collected, recorded, and reported. Attends training programs to keep current with software modifications. Distributes updated information.
• Coordinates collection and data entry processes. Helps resolve problems encountered by staff. Validates data, corrects errors, and maintains all required records.
• Prints and distributes the honor roll list.
• Prepares enrollment/withdrawal records. Processes alumni transcripts.
• Helps with student scheduling changes.
• Verifies student information (e.g., birth date, custody designation, legal residence, etc.).
• Notifies recipients about the arrival of packages.
• Takes precautions to ensure student safety. Reports unauthorized persons or suspicious circumstances immediately.
• Reports evidence of suspected child abuse as required by law.
• Provides assistance to other departments as directed.
• Keeps current with advances in office technology. Updates office procedures.
• Participates in staff meetings and professional growth activities as directed.
• Accepts responsibility for decisions and conduct. Strives to develop rapport and serve as a positive role model for others.
• Performs other specific job-related duties as directed.

Skills

• Demonstrates professionalism and maintains a positive work attitude.
• Takes the initiative to identify and solve problems independently.
• Works cooperatively to support a successful team effort.
• Effectively uses verbal, nonverbal, writing, and listening skills.
• Completes detailed paperwork accurately.
• Reacts productively to interruptions and changing conditions.
• Operates office equipment efficiently and accurately.
• Lifts, carries, and/or moves office supplies and equipment.
• Maintains an acceptable attendance record and is punctual.
• Travels to meetings and work assignments.

Working Conditions

Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable.

• Potential for exposure to bloodborne pathogens and communicable diseases.
• Potential for interactions with disruptive and/or unruly individuals.
• Exposure to adverse weather conditions and seasonal temperature extremes.
• Duties may require operating and/or riding in a vehicle.
• Duties may require prolonged use of a computer keyboard and monitor.
• Duties may require working under time constraints to meet deadlines.
• Duties may require working during the evening and/or weekend.