Administrative Assistant to Assistant Principals

Wage/Hour Status: Nonexempt | Pay Grade: Para 2 | Days: 187 | Department/School: Assigned Campus

Primary Purpose

Ensure efficient operation of the school administrative office and provide clerical services for the school's administrative staff.

Qualifications

Education/Certification

• High school diploma or GED

Special Knowledge/Skills

• Proficient word processing and file maintenance skills
• Effective organizational, communication, and interpersonal skills
• Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
• Knowledge of basic accounting principles

Experience

• One to three years' secretarial experience, preferably in public education environment

Major Responsibilities and Duties

Records, Reports, and Correspondence

• Prepare written correspondence, forms, schedules, or reports using a personal computer.
• Prepare instructional materials, meeting agendas, honor rolls, and campus communication as requested, using typewriter or personal computer.
• Maintain a daily teacher attendance log and records for substitute teachers.
• Monitor and process personnel time records including leave requests and reports.
• Compile information and submit to the central office according to established deadlines.
• Maintain a school calendar of events.

Reception and Phones

• Schedule meetings and appointments and maintain a calendar for the assistant principals.
• Assist students, teachers, and parents as needed.
• Receive incoming calls, take reliable messages, and route to appropriate staff.

Files

• Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
• Update handbooks, policy manuals, and other documents as assigned.

Other

• Sort, distribute, or deliver mail and other documents.
• Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.
• Maintain confidentiality.

Supervisory Responsibilities

• Monitor the work of campus secretaries and clerical aides.

Equipment Used

• Personal computer
• Printer
• Copier
• Fax machine
• Calculator

Working Conditions

Mental Demands/Physical Demands/Environmental Factors

• Maintain emotional control under stress; work with frequent interruptions.
• Repetitive hand motions; prolonged use of computer.

Note: This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.