Administrative Assistant Central Office

Reports to : Superintendent FLSA Status : Non-Exempt

SUMMARY :

Performs a variety of general office clerical duties and provides secretarial support service for administrative functions of the school division.

ESSENTIAL FUNCTIONS :

• Serves as secretary to the central office; greets visitors and answers telephone, provides information; keyboards correspondence and related matters; prepares and maintains files and records.
• Prepares general correspondences, memorandums, reports, schedules, purchase orders and other materials from rough draft, copy, marginal notes or verbal instruction;
• Answers correspondence as directed by supervisor;
• Maintains appointment calendar, schedules appointments, conferences, and meetings;
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures;
• Collects and prepares data for records and reports;
• Maintains log of principal attendance for the Superintendent;
• Manages scheduling of conference rooms;
• Manages substitute applications and approved substitute list;
• Receipts payment for fingerprinting;
• Maintains records and generates appropriate reports;
• Compiles and produces statistical information and reports;
• Makes arithmetical calculations; requisitions supplies and materials for office and office copy equipment;
• Receives, routes, sorts, and processes mail;
• Performs multi-pragmatic tasks successfully;
• Maintains filing system as required by supervisor;
• Operates standard office equipment to include word-processing and data processing equipment, copiers, laminators, etc.;
• Maintains confidential information of office related information;
• Coordinate county-wide awards ceremony;
• Place yearly order for diploma seals;
• Attends in-service training to improve skills and knowledge of office work;
• Takes all necessary and reasonable precautions to protect students, equipment, materials, and facilities;
• Complies with and supports school and division regulations and policies;
• Models non-discriminatory practices in all activities;
• Performs related tasks as assigned by Administration in accordance with the school / policies and practices.

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of division programs and policies; ability to word process accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to meet the public effectively; ability to operate a variety of office equipment; skill in the use of data and word processing equipment; ability to establish and maintain effective working relationships with others; ability to follow oral and written instructions.

EDUCATION AND EXPERIENCE :

Candidate must possess any combination of education and experience equivalent to graduation from high school including or supplemented by courses in office practices and procedures and clerical and secretarial experience.

PHYSICAL CONDITIONS AND NATURE OF WORK CONTACTS :

The physical demands described here 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.

This is sedentary work requiring stooping, kneeling, crouching, reaching, pulling, routine lifting up to approximately 20 pounds, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and / or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work.

EVAULATION :

Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of personnel.