School Administrative Assistant - Prairie Middle School

Job Summary

Under the direction of a School Assistant Principal, perform a variety of clerical and administrative tasks and may provide functional guidance to clerical employees. May compile special periodic reports and compose non-routine correspondence. Typically involves some project work. Work on assignments that are moderately complex in nature where judgment and analysis are required in resolving problems and making recommendations.

Essential Duties and Responsibilities

• Greet and welcome visitors to the building.
• Answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions.
• Schedule meetings and appointments for staff, supervisor, outside representatives, and students. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations.
• Maintain and update calendar for department events or special activities.
• Draft and/or type letters, memorandums, reports, and related materials (e.g. newsletters, announcements, etc.). Compose and type routine correspondence. Work on special projects as needed.
• Conduct research and compile and type statistical reports.
• Organize and maintain file system, which may include individual education plans (IEPs), simple databases, personnel records and actions, student records and tests, surveys, legal documents, evaluations, professional growth, insurance, supplemental pay, club budgets, mentor program, workshops, etc. File correspondence and other records.
• Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material.
• Read, route, and respond to incoming mail. Locate and attach appropriate file(s) with correspondence to be answered by building administration. Prepare outgoing mail and correspondence, including emails and faxes.
• Order and maintain supplies/inventory and arrange for equipment maintenance. May process electronic purchase and warehouse orders and/or other financial documents. May complete basic monitoring of a department budget.
• Perform other duties as assigned or requested.

Reporting Relationships

This job has no direct supervisory responsibilities.

Minimum Qualifications

• High School Equivalency (HSE) diploma
• Two (2) years of administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or operational school support experience
• Intermediate knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Intermediate knowledge of common office application software
• Intermediate knowledge of Microsoft Office
• Intermediate interpersonal relations skills
• Intermediate verbal and written communication skills
• Intermediate organizational skills
• Ability to operate common office equipment
• Ability to work alone and with others
• Ability to write routine reports and correspondence
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and policy books

Physical Requirements and Working Conditions

• Light work strength level (lifting or carrying up to 25 pounds)
• Works both indoors and outdoors
• Typically a moderate noise level
• Work location is subject to change to meet the requirements of the organization
• Sedentary work
• Frequent bending and reaching
• Occasional lifting, pulling, and pushing
• Occasional standing and walking
• Manual dexterity to operate a computer keyboard
• Repetitive motions
• Visual concentration and depth perception (e.g., typing, ten key)
• Speaking and hearing
• Concentrated reading/writing/mathematics
• Exposure to outdoor weather conditions
• Normal school district environment