Administrative Assistant - School Year Only (1023)

School Administrative Assistant (School Year Only)

Position Purpose: Under the direct supervision of the principal and assistant principal, and as assigned by the School Executive Secretary, to provide clerical, secretarial and administrative assistance to school administrators at Carl J. Lamb, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

About the Role

Welcomes all visitors upon arrival warmly, professionally, and maintains a clean, organized welcoming front and back office. Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters. Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc. Maintains documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance. Prepares purchase orders for the purpose of submitting to the school district's accounting/finance office. Maintains inventories of supplies and materials for the purpose of ensuring items' availability. Assists visitors to the office, including students, parents, substitutes teachers, and others, while maintaining school safety and order. Answers telephone calls, and provide information and assistance to callers with proper etiquette, professionalism, and tactfully manages sensitive information. Distributes incoming mail appropriately; sends outgoing mail.

Responsibilities

• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction clearly, efficiently, and effectively.
• Covers for nursing duties when the nurse is out, cover for the other admin asst. when out, pass on urgent information that needs to be tended to upon your absence, and cover duties or classrooms periodically if no other coverage can be secured.

Qualifications

• Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.
• Typical Qualifications Would Be Equivalent To Graduation from high school.
• Some Shorthand or speed writing skills desirable.
• Successful experience with office management preferred.