Administrative Assistant

TROTWOOD-MADISON CITY SCHOOL DISTRICT

JOB DESCRIPTION

Administrative Assistant

Salary Schedule: Schedule I Work Calendar: 260 days Daily Work Hours: 8 hours

Status: Full-Time, Non-Bargaining, FLSA Status: Exempt Supervisor: Superintendent/
Classified, SERS Treasurer

Job Objective:

Serve as the administrative assistant to the Superintendent, Treasurer, and the Board of Education. Works under the direction of the Superintendent assisting in the establishment of ongoing systems for continuous improvement.

Minimum Qualifications:

High school diploma or equivalent. Associate degree or higher in accounting/finance prefered.

Documented evidence of a clear criminal record.

Proficient in data entry and customer service.

Proficient in office protocols, proofreading, and the correct use of grammar.

Proficient in data entry and the maintenance of computerized records.

Responsibilities and Essential Functions of the Position:

1. Performs clerical duties. Organizes and maintains a functional filing system that ensures the safe retention of office records. Keeps materials properly filed to maintain an orderly office.
2. Upholds board policies, follows administrative procedures and complies with the Employee Code of
Conduct. Upholds computer technology acceptable use policies.
3. Promotes a favorable image of the school district.
4. Serves as a liaison to staff, vendors, and the public. Addresses issues that arise during the absence of the treasurer within the limits prescribed by law. Refers inquiries requiring policy interpretation to administrative staff.
5. Respects personal privacy. Maintains the confidentiality of privileged information.
6. Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments.
Directs visitors to the appropriate person or office.
7. Answers the telephone. Directs calls based on the nature of the inquiry. Takes messages. Manages calls efficiently to keep telephone lines open.
8. Helps maintain an office calendar. Schedules appointments as directed.
9. Helps process incoming, outgoing, interoffice mail and faxes.
10. Processes purchase orders as directed. Manages the purchase order process for the District.
11. Reconciles all District invoices.
12. Serves as the clerical support to the Board of Education. Coordinates all Board events, travel, and other needs as assigned.
13. Prepares notice for public meetings. Prepares the Board of Education meeting agenda.
14. Maintains vendor files. Obtains price quotes. Prepares comparative data. Completes competitive bidding as directed.

Administrative Assistant Revised December 2018

15. Helps prepare grant and foundation proposals. Prepares reports as directed.
16. Coordinates training for secretarial in-service and professional development.
17. Under the direction of the Superintendent, works with NEOLA to complete updates to Board policy.
18. Coordinates events including ordering of food and supplies for District events.
19. Produces, disseminates, and maintains notices for expulsion hearings.
20. Maintains all Board meeting minutes through Board Docs. Ensures the permanent filling of Board records.
21. Ensures District compliance with the Affordable Care Act. Processes all needed paperwork.
22. Serves as back-up personnel for employee benefits.
23. Serves as a notary for the District.
24. Works with the Treasurer and Superintendent to periodically discard archived records following the records retention and disposal schedule adopted by the board.
25. Takes precautions to ensure staff and student safety. Reports unauthorized persons or suspicious circumstances immediately.
26. Reports evidence of suspected child abuse as required by law.
27. Cross-trains with other office staff. Offers assistance when needed. Works collaboratively with other staff members.
28. Keeps current with advances in office technology. Updates office procedures.
29. Participates in staff meetings and professional growth opportunities as directed, as well as actively pursues professional growth and development.
30. Accepts personal responsibility for decisions and conduct.
31. Wears appropriate work attire and maintains a professional appearance.
32. Strives to develop rapport and serve as a positive role model for others.
33. Performs other specific job-related duties as directed.

Ability Requirements:

Demonstrates professionalism and maintains a positive work attitude.

Works cooperatively to support a successful team effort.

Effectively uses verbal, nonverbal, writing, and listening skills.

Verifies and correctly enters data. Completes detailed paperwork accurately and timely.

Averts problem situations and intervenes to resolve conflicts.

Maintains an acceptable attendance record and is punctual.

Travels to meetings and work assignments.

Working Conditions:

Potential for exposure to bloodborne pathogens and communicable diseases.
Potential for interaction with disruptive and/or unruly individuals.
Exposure to adverse weather conditions and seasonal temperature extremes.
Duties may require operating and/or riding in a vehicle.
Duties may require prolonged use of a computer keyboard and monitor.
Duties may require detailed paperwork.
Duties may require working under time constraints to meet deadlines.
Duties may require working during the evening and/or weekend.

Performance Evaluation:
Job Performance is evaluated in accordance with the policies adopted by the Trotwood-Madison City Schools
Board of Education.

Administrative Assistant Revised December 2018

The employee shall remain free of any alcohol or non-prescribed controlled substance abuse in the workplace throughout his/her employment in the District.

The responsibilities, essential functions, and requirements listed above are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions

of the position.

Trotwood-Madison City Schools is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and district needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity/ expression, veteran status, or any other status protected under federal, state, or local law.”

By signing this job description, I am signing that I understand the requirements/expectations for my position.

________________________________________ _________________

Administrative Assistant Date

Administrative Assistant Revised December 2018

Job Type: Full-time

Pay: $49,000.00 - $72,000.00 per year

Benefits:

• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location

Salary : $49,000 - $72,000