Administrative Assistant Elementary

TRUTH OR CONSEQUENCES MUNICIPAL SCHOOL DISTRICT

POSITION DESCRIPTION POSITION: Administrative Assistant Non-exempt

REPORTS TO: Principal

GENERAL POSITION DESCRIPTION: Working under general supervision, provide general clerical support for the site administrative and counseling team. Greet and assist parents, students, visitors, and staff.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Knowledge Of: * Computer systems, including databases and word processing programs. * Personal and professional task management through the use of technology. Experience and Education * Two years experience in a clerical position, at least one of which should have been in an educational environment. * High School Diploma Ability To: * Communicate professionally in oral and written forms. * Be flexible, courteous and able to prioritize tasks. * Work as a productive, collegial team member in a non-hierarchical manner. * Be able to maintain a neat, functional office that is inviting, professional and a safe environment. * Work in a collaborative and respectful manner with a wide variety of individuals in a highly stressful environment. * Perform work while constantly being interrupted. * Treat people with respect and dignity. * Report to work on time and work no less than 8 hours per day. * Maintain confidentiality in sensitive matters and deflect gossiping and negativity. * Maintain accurate and detailed records * Work independently with very little supervision. * Follow district policies and administrative rules and regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 1. Provide data entry for class schedules. 2. Compile, file and/or input accurate student data. 3. Assist with enrollment forms, withdrawal forms and transfer of student information as necessary. Assure proper documents are received, explain policies and procedures and input classroom assignment. 4. Register new students and returning students. 5. Process withdrawal and re-entry of students. 6. Compose or transcribe from rough draft, correspondence, bulletins, memorandums, and other material. 7. Monitor access to student folders. Prepare and forward cum folders on student progressing to another school. 8. Assist with and maintain records of student testing. 9. Prepare, distribute, collect, and check teacher grade sheets for data processing. 10. Process, maintain, and update student grades and report cards. 11. Evaluates, interprets and archives student records. 12. Complete all required End of Year Reports 13. Adheres to Family Educational Rights and Privacy Act of 1974, Section 438, Subsection (b)(1), Parts A and B, Page 97; Complies with State approved Code of Ethics of the Educational Profession and uphold and enforce rules, administrative directives and regulations, School Board policies and local state and federal regulations. 14. Provide assistance to parents, students, visitors, and staff as necessary. 15. Provide clerical support to the administrative team and guidance staff. 16. Receive all incoming telephone calls and direct the calls to the proper person or take and deliver an accurate message. 17. Create Purchase Requisitions, receive orders, and close out Purchase Orders in compliance with Business Office procedures. 18. Compile, file and/or input accurate leave data including but not limited to staff attendance and other staff records. Research discrepancies and input corrections. 19. Arrange and schedule substitutes. Collect and file substitute documents. Sign substitute timesheets. 20. Order and inventory textbooks, complete appropriate forms and files. 21. Assist with the acceptance and distribution of mail and other correspondence. 22. Complete BOY and EOY teacher check-in and check-out. 23. Maintain key inventory; provide new staff with all needed keys, as approved by Principal. 24. Maintain and submit work orders to Maintenance Direct. 25. Process and maintain files on Transportation Requests. 26. Process and maintain files on Facility Use Agreements, including maintaining the PAC calendar. 27. Coordinates the set up and take down special functions with administration and custodians. 28. Acting Health Assistant; back-up to Nurse. 29. Updates school documents (staff phone list, map with teacher assignments, Student Handbooks, etc.). 30. Monitor all fundraisers for compliance with Business Office procedures. 31. Collect, record, and deposit funds from students, parents, and staff members. 32. Update and maintain school inventory records. 33. Orders, receives, and distributes supplies and materials. 34. Make student IDs. (as needed per school site) 35. Assists with updating and creation of Student Handbook. 36. Assist with Safety Drills. 37. May be required to call for emergency assistance. 38. Willingly and professionally assist staff and principal with specific tasks as directed by the Principal. 39. Maintain attendance records, attendance letters, and attendance data as well as communications with parents. ADDITIONAL DUTIES AND RESPONSIBILITIES: * Provide assistance to administrator as requested. * Assist with reports and other materials as may be required. * Assist with grades, attendance and testing. * Other tasks as may be deemed appropriate and necessary by the immediate supervisor and/or the Superintendent. PHYSICAL REQUIREMENTS: Sitting, standing, lifting and carrying (up to 25 pounds regularly, 50 pounds on occasion), reaching, squatting, kneeling, and moving light furniture may be required.

SAFETY AND HEALTH REQUIREMENTS: * Knowledge of universal hygiene precautions. * Follows ergonomic lifting practices

EQUIPMENT / MATERIAL HANDLED: Must know how to properly operate multimedia equipment including current technology.

WORK ENVIRONMENT: Must be able to work within various degrees of noise and temperature. Interruptions of work are routine. Flexibility, professionalism, respect and patience are required. Must be self-motivated and able to complete job assignments without direct supervision.

EVALUATION: Performance of this position will be evaluated in accordance with provisions of the Board’s policy on evaluation of classified staff.

TERMS OF EMPLOYMENT: Salary is established by salary schedule. This position description indicates the general nature and level of work expected of incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of incumbent. Incumbent may be asked to perform other duties as required. This position description for Administrative Assistant is effective upon receipt. Personnel policies adopted by the Board of Education, and deemed appropriate for the job, shall be in effect. Salary amounts shall be set according to the adopted salary schedule. This position description may be revised at any time in response to district needs.

TCMSD Employer By my signature below, I affirm that: the duties and requirements listed on this position description have been explained to me; I have been able to ask questions to clarify matters I do not understand; and I understand and accept them. In accepting this job, I certify that I am able to perform these duties, with or without accommodation, and that I will inform my supervisor immediately of any change in this regard. I also agree to follow District safety rules and accident prevention procedures. _____________________________

Print Employee Name _____________________________

__________________________ Employee Signature Date

Job Types: Full-time, Contract

Pay: $30,900.00 - $53,036.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative Assistants & Receptionists: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $30,900 - $53,036