The HUB for Innovation Learning & Leadership School Administrative Assistant II - High 1.0 FTE

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description.

JOB SUMMARY

Organize, coordinate, schedule and perform office functions at a comprehensive high school; serve as secretary to the Principal and coordinate communications between administrators. District and site personnel, parents, students and the general public; train and provide work direction to clerical personnel and others as assigned.

ESSENTIAL JOB FUNCTIONS

• Organize, coordinate, schedule and perform a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a high school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines.
• Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences; take and transcribe dictation as required.
• Coordinate and facilitate communications between District and site personnel, parents, students, school and community organizations and the general public.
• Communicate with a variety of site and District personnel and administrators to coordinate school operations and maintenance, resolve conflicts and issues and exchange information as appropriate.
• Perform secretarial duties for the Principal, assisting with routine administrative matters as appropriate; independently compose letters, memoranda and other materials.
• Assist the Principal in the preparation and maintenance of financial, statistical and narrative reports; research, compile and organize information.
• Initiate budget preparation; work with Department Chairpersons in preparing individual budgets to meet needs; prepare forms and assist the Principal in preparing and monitoring budget.
• Process purchase orders; assist Department Chairpersons with adjustments and with making transfers; review computer print-out and balance accounts to assure accuracy.
• Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, bulletins, memoranda, calendars, requisitions, records, reports and evaluations.
• Compile and organize information for the Principal; compose and respond to routine correspondence; open, sort, review and route mail.
• Coordinate and assist with special events for the high school; assist in selection of personnel and program; assure adherence to legal requirements and Board policies; maintain budget; work with and assist personnel assigned to the event.
• Train and provide work direction to clerical personnel, student assistants and others as assigned.
• Operate a variety of business and office machines including fax machine, calculator, computer, copiers, and communications equipment.
• Order a wide variety of equipment, materials, supplies and special items requested by faculty; assure receipt and proper distribution.
• Answer phones and greet visitors; take and relay messages; provide information to students, parents, faculty and site personnel; interpret, apply and explain District policies and school procedures and regulations.
• Demonstrates the ability to communicate in more than one language or the willingness to learn to communicate in more than one language at the novice level of proficiency.
• Performs other duties as assigned.
• Maintains regular attendance.

KNOWLEDGE AND ABILITIES

• School office terminology, practices and procedures.
• Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• Health and safety regulations.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Budget preparation and control.
• Operation of standard office machines.
• Applicable sections of the Kentucky Administrative Regulations and other applicable laws.
• Letter and report writing skills.
• Perform a wide variety of clerical and secretarial duties to coordinate school office         activities and assist the Principal in a variety of administrative matters.
• Perform public relations and communications services for the Principal.
• Maintain accurate financial and statistical records.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and follow oral and written directions.
• Compose correspondence independently.
• Type at an acceptable rate of speed.
• Complete work with many interruptions.
• 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, calculator and copiers.
• 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, verify data and prepare reports.
• Work confidentially with discretion.
• Communicate effectively both orally and in writing.

QUALIFICATIONS

Education and Experience:

• High school diploma or G.E.D. Certificate
• Three years of increasingly responsible office or secretarial experience involving public contact and record-keeping experience.

Licenses or Certifications:

• N/A

Special Requirements:
Must take all required clerical assessments and earn a passing score.

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 light weights, up to 30 pounds

The Fayette County Board of Education is an Equal Opportunity Employer. The Superintendent shall adhere to a policy of equal employment opportunity in all personnel matters. No person shall be subjected to discrimination in regard to employment, retention, promotion, demotion, transfer or dismissal because of race, color, religion, sex (including sexual orientation or gender identity), genetic information, national or ethnic origin, political affiliation, age or disabling condition or limitations related to pregnancy, childbirth, or related medical conditions.