What are the responsibilities and job description for the Administrative Assistant (Native Language & Cultural Program) - SY 2024 / 2025 position at Kayenta Unified School District 27?
POSITION DESCRIPTION
POSITION TITLE
Administrative Assistant-Native Language and Cultural Program
QUALIFICATIONS
Two years of college or equivalent Secretarial / Business Training.
Valid Arizona State Fingerprint Clearance Card required.
Bilingual (Navajo / English) speaker preferred.
Knowledge of oral Navajo culture, history, and traditions and to share knowledge.
Experience using PC Windows platform and software application to develop spreadsheets, word processing, data entry, desktop publishing and internet and search engine capabilities.
Three years of successful secretarial experience in filing, reporting, bookkeeping, organizing, accounting, data entry, some library skills, and computer skills.
Excellent human relations and communication skills.
Capable of performing all responsibilities pertaining to job description independently with a high degree of competence and professionalism, with flexibility while maintaining confidentiality.
Must be familiar and able to run the Districts Library, software Program, library setting, cataloging and Dewey decimal system.
REPORTS TO
Native Language and Cultural Program Coordinator
JOB GOAL
To apply secretarial and bookkeeping skills that will assist the Native Language and Cultural Program Coordinator in the smooth and effective operation of the Parent Involvement and Native Language Cultural Center to positively impact and promote parental involvement that supports the cultural heritage of the school and community.
PERFORMANCE RESPONSIBILITIES
Maintains confidentiality in all matters pertaining to students, parents, district staff, acts as a liaison for the Native Language and Cultural Program Coordinator and his / her staff between all school employees and the five community chapter areas Kayenta Unified School District serves.
Performs all administrative duties of an office manager by organizing, establishing a filing system, answering telephone calls, faxing, copying, scheduling appointments, preparing correspondence, and distributing mail.
Obtains, organizes, and maintains pertinent parental involvement data programmatic activities schedule set-ups, advertisements, public notices, and fiscal documents as needed, design, and puts it into usable forms.
Maintains and provides a welcoming environment that shows gracious concern and professionalism toward all district personnel, parents, students, and community people
Assists in providing regular communication and organizes parents and community workshops, conferences, and summit events, distributes notices, email announcements, media contacts, posters, and flyers to create opportunities for parental involvement with the school.
Coordinates and collaborates with all departments on the publication of the monthly District's Olta' Baa Hane' articles for publication.
Orders and maintains supplies as needed and coordinates service calls and repairs for office machines, radios, and equipment and maintains a central file of all equipment and maintains a central file of all equipment.
Maintains and updates records of Cultural Center programmatic activity logs by developing a complete and systematic record of financial transactions such as inputting requisitions, travel claims, invoices, and travel arrangements.
Maintains and monitors all financial and procurement reports for accounting codes including bookkeeping, requisitions, oral and written price quotations, and work orders with conformance.
Maintains accurate, up to date comprehensive and efficient budget, data, and recording keeping system validating an audit inspection by an official agency.
Makes all professional travel arrangements for the Native Language and Cultural Program Coordinator and District staff using Johnson-O'Malley Program (J.O.M.) funds, and JOM Indian Education Committee with appropriate funding codes.
Maintains a database of Certificate of Indian Blood of students District-wide to insure J.O.M. Program funding with confidentiality, completeness, and accuracy.
Maintains records and files of all parent committee meetings and JOM Program funded program and fiscal activities.
Assists in coordinating J.O.M. Program Indian Education Committee meetings, public notices, agendas, travel preparations and arrangements, trainings, workshops, and conferences.
Assists the district Navajo Language and Cultural Curriculum team workers when applicable.
Plans for refreshments and food catering, when applicable.
Provides lodging information and maps to consultants and assists with recordings of meetings.
Enforces and maintains a log of visitors to Parent Involvement Cultural Center for security purposes.
Coordinates and helps staff, students, and other users of the materials available in the operation of the Parent Involvement Cultural Center Library.
Arranges and maintains a comprehensive and efficient inter-library loan of materials of interest or use to teachers.
Promotes appropriate conduct of students and the public using the library facility, technology and software.
Assists in scheduling and informs teachers, students and other users of the materials that are available in the library.
Performs other duties as assigned by the supervisor.
TERMS OF EMPLOYMENT
Ninety (90) day probationary period of employment when initially hired. Eleven (11) months a year 226 days thereafter at Grade 6 on the Initial Support Staff Salary Schedule. This position is non-exempt. The Governing Board will establish salary and work year.
EVALUATION
The performance of the job will be evaluated in accordance with the provisions of the Governing Board's policy on the Evaluation of Support Staff Personnel.
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