Administrative Assistant (Attendance)

JOB GOALS:

          Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in routine administrative tasks and coordinate school office activities; perform public relations and communications services for the Principal.

      Will be an ambassador for Spencer County Public Schools and commit to offering excellent customer service to students, parents, and staff.

CRITICAL SKILLS/EXPERTISE REQUIRED:

          KNOWLEDGE OF:

• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Health and safety regulations.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Basic first aid techniques.
• Operation of standard office machines including computer equipment.

ESSENTIAL JOB FUNCTIONS:

          ABILITY TO:

• Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative tasks.
• Perform public relations and communications services for the Principal.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and follow oral and written directions.
• Compose correspondence independently.
• Complete work with many interruptions.
• Type at an acceptable rate of speed.
• Work independently with little direction.
• Establish and maintain cooperative and effective working relationships with others.
• Learn, interpret, apply and explain rules, regulations, policies and procedures.
• Operate a variety of office machines including typewriter, computer terminal, calculator and copiers.
• Understand and work within scope of authority.
• Maintain good public relations with students, parents, teachers and the public.
• Meet schedules and time lines.
• Plan and organize work.
• Train and provide work direction to others.
• Compile and maintain accurate records and prepare reports.
• Work confidentially with discretion.
• Communicate effectively both orally and in writing.
• Administer first aid to ill or injured students.

PERFORMANCE AND RESPONSIBILITIES:

• Coordinate a variety of office activities to assist the Principal with administrative tasks; prepare and accurately maintain a variety of reports, records and files relating to students, staff, budgets, operations and activities.
• Serve as Administrative Assistant to the Principal; compose routine correspondence independently; prepare, type and distribute communications and minutes of meetings; schedule appointments and meetings as requested; receive, open and route mail.
• Train and provide work direction to clerical personnel and student workers as assigned; monitor workflow and adjust duties to complete assignments in a timely manner as assigned.
• Provide information concerning school policies, procedures, actions, activities and schedules as appropriate; maintain school calendar and serve as a coordinator of events.
• Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel, payroll, equipment inventory and student activities; prepare and maintain related records, files and logs.
• Collect and account for monies collected in conjunction with school activities; secure monies and process according to established procedures.
• Administer first aid to ill and injured students; contact the nurse, parents or public safety agencies as appropriate.
• Register, release or transfer students; complete enrollment information and database.
• Operate a variety of business equipment including typewriter, calculator, copiers, computer equipment and other school office machines.
• Requisition, receive, store and distribute supplies and office materials; maintain materials and equipment inventory as assigned.
• Provide clerical assistance to faculty and staff as needed.
• Orient new and substitute teachers; provide directions, keys and instructional materials.
• Perform related duties as assigned.

QUALIFICATIONS:

Employee shall hold a high school diploma or GED or other licensed credential for the position. Employees who do not have a diploma or GED can request details on how to obtain an equivalency diploma. 

Two years of increasingly responsible clerical and secretarial experience involving frequent contact with the public.

PHYSICAL DEMANDS:

Work is performed while standing, sitting and/or walking.

Requires the ability to communicate effectively using speech, vision and hearing.

Requires the use of hands for simple grasping and fine manipulations.

Requires bending, squatting, crawling, climbing, reaching.

Requires the ability to lift, carry, push or pull weights, up to 30 pounds

FOR THIS TYPE OF EMPLOYMENT, STATE LAW REQUIRES A NATIONAL AND STATE CRIMINAL HISTORY BACKGROUND CHECK AND A LETTER, PROVIDED BY THE INDIVIDUAL, FROM THE CABINET FOR HEALTH AND FAMILY SERVICES STATING THE APPLICANT HAS NO ADMINISTRATIVE FINDINGS OF CHILD ABUSE OR NEGLECT FOUND THROUGH A BACKGROUND

 CHECK OF CHILD ABUSE AND NEGLECT RECORDS MAINTAINED BY THE CABINET FOR HEALTH AND FAMILY SERVICES