Long Term Substitute Administrative Assistant to the Career and Technical Education Director- EPHS

Job Title:Administrative Assistant (CTC)/General Department:East Providence High School Reports to:Principal and or /designee Hours:8:00 – 4:00 SUMMARY OF RESPONSIBILITIES: Responsibility for a range of duties contributing to the efficient operation of the main office in East Providence High School including assisting with attendance, special education records, discipline records, student and teacher reports, correspondence, mail and notices. ESSENTIAL FUNCTIONS: 1.Assist the High School Administrators in a variety of functions related to the efficient operation of the high school main office. 2.Able to multitask in a busy office setting managing students, parents, teachers, phone calls and emergencies. 3.Coordinates the inventory, distribution and collection of student state assessments, including the operation of websites and software related to registration and tracking of student’s assessments. 4.Assembles data and prepares a variety of recurring, standard reports. 5.Maintains agendas and minutes for meetings as assigned by High School Administrators. 6.Maintain the communication system (i.e. phones, intercom and portable communication devices). 7.Establish, maintain and monitor accurate, neat and efficient electronic and manual filing system. 8.Compose information from various sources on a variety of standardized forms. 9.Compose letters, memoranda, reports, surveys, lists, bulletins, flyers, calendars and other material. 10.Create and track purchase requisitions for supplies with appropriate UCOA accounts for local and federal funds in accordance with district procedures for public and non-public schools. 11.Maintain data files in student information system. Oversee new student enrollment process. Review applications for completeness, file documents and update list of newly accepted students and/or students that dropout. Compile data into an Excel spreadsheet. 12.Communicate with regional schools to obtain student lists for recruitment. Maintain regional tuition enrollment data. 13.Update tuition billing document and generate monthly tuition reports for the finance office. 14.Ensure the accuracy of student enrollment count and mail out acceptance letters in the CTC program. Notify guidance of enrollments and dropouts for the CTC program. 15.Collect tuition money form students for the Afterschool Credit Recovery Program. Create student transcript files. Collect summer school tuition for High School students. 16.Maintain the Career Technical Center’s Director’s calendar, schedule and coordinate meetings and appointments. 17.Assist in the reporting as it pertains to the Perkins’ Grant and all other grants associated with the CTC. 18.Act as a backup to the High School Administrative Assistants as assigned by the Principal and /or Designee. 19.Considerable discretion is required in the protection and release of confidential information and in the interpretation and administration of policies and procedures within the guidelines set by the Administrators. 20.Works positively in a school setting and has a strong oral and written communication skills. 21.Composes and prepares correspondence on a variety of topics as required. 22.Perform all other related duties as assigned by the Principal and/or Designee. KNOWLEDGE, SKILLS AND ABILITIES E-mail (Gmail/Office 365) •Ability to sort and filter email using rules •Ability to manage inbox using labels •Ability to insert and format hyperlinks in email •Understanding and the ability to manage distribution lists and email groups Google Drive •Comprehension of online/cloud file management, sharing permissions and mobility •The position may need to maintain private documents containing PCI, FERPA and HIPAA protected information. Must have a working knowledge of data privacy for school/district documents and how to share securely. Google Calendar •Ability to create and send calendar invites to appropriate parties. Using available tools for time availability and room reservations. •Ability to create recurring events e.g., every Monday, every day at 4pm, etc. Meeting Coordination •Ability to coordinate and facilitate both in-person and virtual meetings for multiple staff members. Word Processing (Doc/Word) •Create d print labels, envelopes and other documents using mail merge. •Understand basic document formatting (titles, headers, table of contents, etc.) •Understand the difference between a finalized document (PDF) and word document (DOCX) and which should be distributed upon task completion. •Ability to insert and format hyperlinks in documents. •Understanding of change tracking within offline documents and online (cloud) shared documents. Spreadsheet (Sheets/Excel) •Basic formulas to calculate values i.e., =SUM •Ability to utilize formatting tools like conditional formatting to highlight data points automatically. •Utilize COUNTIF, VLOOKUP or alternatives to compare values of different data sets. Presentation (Slides/PowerPoint) •Ability to create and format presentations using design templates. Additional Knowledge, Skills and Abilities •Knowledge of Administrative Assistant practices and procedures. •Ability to handle confidential and sensitive information with complete security. •Ability to operate office equipment and technology (e.g. computer systems, telephone system, fax, copiers and any other office equipment needed in this department. •Ability to learn and proficiently use various school - related systems and database. •Working knowledge of district and school rules, regulations and policies applicable to area of assignment. •Ability to work effectively with district personnel, administrators and vendors. •Ability to communicate effectively verbally and in writing. •Ability to multi – task and prioritize work to meet strict deadlines. •Ability to handle difficult in-person situations and telephone inquiries which require courtesy, tact and professionalism. MINIMUM QUALIFICATIONS Education and Experience: ·High School Diploma or GED equivalent; or graduation from a technical/trade school ·Must have at least two (2) years of administrative assistant experience ·Must be able to read, write, and speak English proficiently. ·Must be proficient with computers. ·Must have good basic math skills ·Must be detailed oriented with good organizational skills ·Must be at least 18 years of age. PHYSICAL DEMANDS The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with, disabilities to perform the essential functions. While performing the duties of this job, the employee must be able to work in a variety of physical positions, including sitting, bending, stretching, and walking. The employee is regularly required to talk and/or hear. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is frequently required to use hands, handle or feel. The employee must be able to perform physical activities such as, but not limited to, lifting and/or moving light objects up to ten (10) pounds. The use of a step stool may be required to reach the top drawer of a filing cabinet as necessary. Specific vision abilities include close vision. WORK ENVIRONMENT The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. The employee is regularly exposed to all weather conditions, especially hot, humid, warm, spring, summer and fall weather, combined with regular work time indoors in environmentally controlled conditions. The noise level in the work environment may range from moderate to loud. The duties listed above are intended only as illustrations of the various types of work that may be performed and is not a comprehensive listing of all functions and tasks performed by positions in this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.