Administrative Assistant

Title:  Secondary Level Administrative Assistant 

Schedule:  8 hours per day / 183 days per year

Start Date: July 28, 2025

Reports to:  Building Principal

Purpose and Objectives of the Position:  The Secondary Administrative Assistant provides office and clerical support to assist the efficient operation of the building administrative office.  To accomplish these tasks, the Secondary Administrative Assistant works closely with the staff and administration of the district and handles confidential information and frequent contact with the general public.

Essential Job Functions:

Records, Reports, and Correspondence:

     *Some responsibilities are subject to Principal’s discretion.

• Ability to coordinate office and clerical support to assist with the efficient operation of the school.
• Prepare written correspondence, forms, schedules, bulletins, or reports using personal computer or typewriter.
• Ability to obtain, gather, and organize pertinent data as needed.
• Ability to schedule appointments, and assemble material for meetings.
• Ability to coordinate the Parent Teacher Conference schedule.
• Maintain a daily teacher attendance log and records for substitute teachers.
• Maintain a daily attendance record on students and personnel and prepare all required reports.
• Ability to assist with preparing the September 20^th building report.
• Ability to prepare monthly ethnic report.
• Ability to report the honor roll each quarter.
• Ability to maintain accurate student cumulative folders.
• Monitor and process personnel time records including leave requests and reports. Compile information and submit to Central Office according to established deadlines.
• Maintain school calendar of events.
• Assist with enrollment and transfer of students.

Reception and Phones:                                                       

• Assist students, teachers and parents as needed.
• Ability to respond to information requests in a cooperative, courteous, and timely manner.
• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Ability to distribute office passes and notes as directed.

Files:

• Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
• Ability to maintain an orderly filing system.
• Ability to maintain an accurate inventory of student books and teacher materials.
• Prepare and process purchase orders.
• Ability to order, receive, store, and distribute supplies and equipment.

Physical Requirements/Environmental Conditions:

• Requires prolonged sitting or standing, and use of equipment including repetitive motions and computer eye fatigue.
• Must occasionally work in a noisy and crowded environment, with numerous interruptions.
• Must be able to handle multiple tasks at one time efficiently and courteously.

General Responsibilities:   

• Ability to ensure all activities conform to district guidelines.
• Ability to safely operate all equipment as required.
• Sort, distribute, or deliver mail and other documents.
• Administer medication or first aid to students, check temperatures, and notify parents of student illness in the absence of health personnel according to school policy.
• Assist Principal in calling substitutes for paraprofessional’s absences.
• Assist Principal in calling substitutes for teachers if teacher is not able to report their absence on the SEMS Substitute Employee Management System.
• Prepare maintenance requests.
• Ability to supervise clerical aides and assist in training new employees.
• Ability to assist with preparing student awards/certificates/buttons for Awards Assembly.
• Ability to keep current on new information, innovative ideas and techniques.
• Ability to perform other duties and assume other responsibilities as assigned by the Principal.

Knowledge, Skills and Abilities Required:                                    

• High School diploma or equivalent.
• Experience as an Administrative Assistant, with customer service skills.
• Proficient typing, word processing, proofreading, and file maintenance skills.
• Effective organizational, communication, and interpersonal skills.
• Ability to use computer and software to develop spreadsheets, and databases.
• Ability to use computer, typewriter, printer, copier, fax machine, and calculator.
• Ability to communicate and work effectively and cooperatively with staff members of the school district and community.
• Ability to react to change and frequent interruptions in a productive and positive manner, meeting deadlines as assigned.
• Ability to work to implement the vision and mission of the school district.
• Ability to observe and follow all school district policies at all times.
• Ability to implement and follow all district health and safety policies, including all precautions of the Bloodborne Pathogens Exposure Control Plan.
• Must verify good health by passing a physical examination, which includes TB and drug test as required.
• Desire to continue career improvement by enhancing skills and job performance.
• Ability to keep student and personnel information and records confidential.

Terms of Employment:  At Will.  Salary to be established by the Board.

Evaluation:  Performance of this job will be evaluated in accordance with the provisions of the USD 450 Board of Education’s policy on Evaluation of Professional Personnel and this job description.

Salary : $18 - $21