Administrative Assistant

Description

The Administrative Assistant reports to the Principal of the School, in providing secretarial and administrative support to the Principal; communicating information to students, parents, staff, and/or other schools; ensuring compliance with financial, legal and administrative requirements; and supporting the broad array of services provided to students, parents, instructional and support employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The following is an explanation of the duties of the Administrative Assistant. Additional responsibilities may be assigned to the Administrative Assistant.

1. Greets all incoming visitors for the purpose of ensuring that guests sign in/out as required.
2. Maintains a variety of computerized and manual records, files, and department databases (e.g. information packets, rosters/listings, calendars, clipping book, outstanding supply orders, etc.) for the purpose of documenting activities.
3. Providing reliable information and complying with district, state and federal requirements.
4. Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items’ availability.
5. Monitors assigned department/program activities (e.g. fundraising, graduation fees, purchase orders, office machine operations, etc.) for the purpose of ensuring completion in compliance with established financial, legal and/or administrative requirements.
6. Orients new site personnel regarding appropriate school practices (e.g. directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.
7. Performs record keeping and general clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of providing information and/or materials as needed.
8. Diffuses potentially hazardous situations within the school site for the purpose of taking action and/or directing appropriate personnel for resolution.
9. Prepares written materials (e.g. correspondence, agendas, minutes, newsletter, Parent Handbook, bulletins, reports, bank deposits, receipts, etc.) for the purpose of documenting activities, providing written reference and/or conveying information, in both Spanish and English.
10. Processes documentation and materials (e.g. mail, supplies, registrations, collections, work orders, forms, field trip forms, receipts, student database updates, requisitions, travel requests, etc.) for the purpose of disseminating information to appropriate parties for action.
11. Responds to inquiries from a wide variety of internal and external parties (e.g. staff, parents, students, Administration, public agencies, etc.) for the purpose of providing information, facilitating communication among departments and/or providing direction as may be required.
12. Schedules various activities (e.g. meetings, testing arrangements, assemblies, special programs, referral appointments, etc.) for the purpose of assisting in meeting staff needs and efficiently utilizing personnel, equipment and facilities.
13. Supports Principal, counselors and other administrative personnel for the purpose of assisting with their administrative functions.
14. Supports teachers with students in the classroom or other school setting, as necessary, when extra support is required for a limited period of time (e.g. behavioral assistance, emergencies, escort children, etc.)

PROFESSIONALISM

1. Maintains positive and professional relationships with colleagues, children, and parents.
2. Reports to work, as well as all meetings and appointments, in a timely manner.
3. Dresses appropriately and professionally based on scheduled activities of the given day.

Qualifications

QUALIFICATIONS -To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Education, Training, and Experience
   1. High School Diploma or GED required.
   2. Some college credits or Associates Degree preferred.
   3. Bilingual Fluency (Spanish and English) preferred.
   4. Prior experience in SIS systems such as Infinite Campus, Powerschool, etc. preferred.
   5. Advanced experience in Microsoft Word and Excel preferred.