Administrative Assistant - High School Principal - 8.0 hours / day (SAHS)

Stillwater Area High School Secretaries perform a wide variety of office and clerical administrative support responsibilities including reception of visitors, information exchange with staff, students, and families, tracking of data through the maintenance of databases, assisting with the coordination of meetings and events, oversight of student aides, and maintenance of student center materials.

About the role

To perform a wide variety of administrative support responsibilities for the Principal and building faculty, with emphasis on coordination of workflow and work assignment details for the office, ensuring that all essential accountabilities are performed in a complete, accurate and timely manner. Additional responsibilities include coordinating the planning/scheduling details for various events or activities; and completing other special projects as may be scheduled or requested.

Responsibilities

• General Office Administrative Support and Reception (50%)
  • Perform a wide variety of secretarial and administrative support responsibilities including reception of callers and visitors, materials distribution, information exchange, calendar management, mail screening and responses as delegated.
  • Format and compose correspondence, memos, agendas, presentations, and general information for distribution.
  • Coordinate building substitutes: approve daily teacher absences, check in substitutes (keys, lesson plans, emergency info), reconcile absences and codes, approve sub time cards.
  • Review and prioritize office workflow and work assignments to ensure effective and efficient use of available resources.
  • Provide work direction to other office administrative support and/or paraprofessional staff.
  • Monitor submission and approval of leaves for all building staff.
  • Keep the Principal informed on all work assignments and alert when assistance is needed for prompt completion.
  • Serve as a primary resource for faculty and staff regarding administrative details of programs and activities.
  • Develop and maintain good working relationships with all inside and outside contacts.
  • Schedule and arrange building tours for families and the general community, providing information on school history, curriculum, programs, staffing, and policies.
  • Order supplies and materials for building and school programs.
  • Schedule/reserve facilities for school events including school photos.
  • Maintain office and meeting calendars.
  • Communicate with school families via email, newsletter, and webpage updates.
  • Schedule and facilitate job interview materials.
  • Update and maintain school profile.
• Building Programs / Activities / Event Support (20%)
  • Assist in managing staffing allocations and hiring.
  • Monitor staff attendance and publish reports for Principal outlining staff attendance rates.
  • Oversee scheduling and coordinating details for major building events such as orientations, staff/student/parent events, graduation ceremonies, testing, fundraising campaigns, parent/teacher conferences, awards ceremonies, and assemblies.
  • Coordinate orientation and assignments of substitutes and student teachers.
  • Prepare and update substitute procedure notebooks including daily teacher schedules, time schedules, school calendars, administrative bulletins, faculty/staff handbooks, and maps.
  • Organize and coordinate issuance, recording, and return of building keys; work with head building engineer to order keys or re-key locks.
• Bookkeeping / Records Management (15%)
  • Maintain student academic, attendance, and school records, ensuring data security and distributing data only to authorized persons.
  • Create and maintain various electronic and hard-copy files of data and information for ready access by authorized personnel.
  • Monitor building budgets and coordinate effective utilization of budget allocations.
  • Prepare and distribute accurate, well-documented, and timely reports as scheduled or requested.
• Special Projects
  • Organize, coordinate, and complete various special projects as scheduled or assigned.
  • Perform other job-related duties as requested or assigned.

Requirements

• High school education or its GED equivalent.
• Post-high school education equivalent to an associate's degree in an area related to administrative support preferred.
• Three years of experience as a secretary or administrative assistant in an office management capacity.
• Experience in oversight of work direction and workflow management.
• Experience in a K-12 school setting desired.
• Extensive experience using a wide variety of computer databases, spreadsheets, and word processing programs.

Skills

• Excellent working knowledge of the assigned building, its programs, and activities, with the ability to coordinate and expedite timely and accurate completion of all assigned work.
• Demonstrated exceptional customer service skills including outstanding conflict resolution, responsiveness, and follow-through.
• Ability to work in a fast-paced environment with continually changing deadlines and requests from a wide variety of sources.
• Excellent organizational, planning, group process, and time management skills; ability to provide clear, correct answers and direction to others.
• Ability to work cooperatively with others in a manner that builds respect and teamwork.
• Excellent working knowledge of department, division, and District programs as well as community programs and resources.
• Knowledge of and ability to accurately apply bookkeeping procedures and troubleshoot/resolve bookkeeping problems.
• Ability to effectively communicate through a variety of mediums.
• Ability to proof, edit, and compose written documents with accuracy for format, content, and mechanics.
• High tolerance for stress and ability to handle multiple and changing priorities with attention to detail and deadlines.
• Ability to work purposefully, confidently, and independently within authority and responsibility parameters under minimal supervision.
• Skill and ability to prioritize, assign, and expedite work assignments of the secretarial work team to ensure optimum customer service and office efficiency.
• Ability to assess areas of expertise of team members and utilize their technical skills to improve team performance.
• Knowledge of District's budgeting policies, procedures, and protocols; ability to effectively apply them in budgeting support responsibilities.
• Familiarity with and ability to access and effectively communicate with a wide variety of outside contacts (e.g., legislators, media, law enforcement officials, other school district administrators, community agencies, city officials).
• Ability to integrate information, data, and scheduling as requested and serve as a department resource in completing special projects.
• Skill and ability to maintain assigned databases and draw requested data into report form as needed.
• Knowledge, skill, and ability to set up, maintain, and ensure the security and confidentiality of data and information, particularly personnel-related records.
• Excellent interpersonal and organizational skills; ability to establish rapport with students, staff, parents, and outside contacts.

Schedule

8 hours per day, Monday - Friday, 261 days per year.

Pay

$30.03 - $33.15 per hour.