Administrative Assistant

Addison Trail High School

Administrative Assistant-Assistant Principal for PPS

Available: Immediately

Title: ADMINISTRATIVE ASSISTANT

Reports To: Assistant Principal and/or Athletic Director

Duration: 12 Months

Salary: Level IV, Step 1

Purpose Statement

The job of Administrative Assistant (Building Level) is done for the purpose/s of providing administrative and secretarial support to assigned school site administrative personnel; coordinating activities of assigned administrative personnel; monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrator. The functions of incumbents in this job classification vary dependent on the scope of responsibilities of the assigned administrator.

Essential Duties and Responsibilities

• Compiles a wide variety data (e.g. student information, time sheets, calendars, expenditures and budgets, teacher and teacher aides absent lists, transportation requirements, student schedules, etc.) for the purpose of addressing financial, legal an administrative requirements and/or providing requested information to other parties.
• Coordinates a variety of projects, functions and/or program components (e.g. meetings, student recognition events, staff travel and accommodations, mailings, calendars, schedule of teacher evaluations, teacher/parent conferences, graduation activities, student registration processes, etc.) for the purpose of completing activities and/or supporting the delivery of services in a timely fashion.
• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, student records, financial records, staff attendance, correspondence, building schedules, consent forms, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a wide variety of activities on behalf of assigned Administrator (e.g. student/program activities, building schedules, scheduled upcoming work activities, meeting arrangements, budget transactions, operational procedures, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and/or regulatory requirements.
• Participates in a variety of meetings, workshops, and/or trainings (e.g. software applications, updated procedures, staff meetings, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a variety of documents (e.g. correspondence, agendas, minutes, travel requisitions, in-service handouts, bulletins, reports, student handbooks, newsletters, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines and building needs. Processes documents and materials (e.g. graduation materials, student information, notices, transportation requests, assembly requirements, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Reconciles a variety of financial data (e.g. account balances for assigned budget categories, transactions, errors in data, purchase orders, timesheets, etc.) for the purpose of maintaining accurate data.
• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, vendors, governmental agencies, community organizations, etc.) for the purpose of providing information or direction and/or facilitating communication among parties.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports assigned building administrative personnel for the purpose of providing assistance with their functions and responsibilities.
• Performs other related duties as assigned (e.g. back up to other office personnel, processing mailings, covering reception desk, student registration processes, etc.) for the purpose of ensuring the efficient and effective functioning of the work unit.
• Procures supplies and materials for the purpose of maintaining availability of required items.

Job Requirements: Minimum Qualifications

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.

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office; utilizing pertinent software applications including word processing, spreadsheets and databases; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific Knowledge based competencies required to satisfactorily perform the functions of the job include: office practices and procedures; business telephone etiquette; concepts of grammar and punctuation; and Microsoft Office software applications including: Word, Excel, PowerPoint and Access.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific Ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and professional courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of an effective team; working independently with minimal supervision; and working with frequent interruptions and changing priorities.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. The job is performed under conditions with exposure to risk of injury and/or illness.

Education: High school diploma or equivalent.

Experience: Job related experience with increasing levels of responsibility is desired.

FLSA Status: Non Exempt