Administrative Assistant/School Secretary
Administrative Assistant (School-Based)
Under general supervision perform a variety of clerical, secretarial and general office assistance duties that involve the support of an office operation, program, or work group. Provide direct support to administrators. Work involves typing and processing correspondence, reports, forms, and other materials. This requires the use of a typewriter, personal computer, and other office machines, as well as the application of judgment based on general knowledge of the operations of the office or organization to which assigned. Responsible for screening and routing materials according to content of communications and resolving questions and problems using established procedures, referring unusual situations to others for guidance. Inquiries may be in person, electronically, or by phone. Specific duties may vary based on school level and allocation of duties among staff.
Essential Job Functions:
Assists the Principal and administrative team with maintaining records, including but not limited to student records, personnel records, meeting information, etc. Maintains files of general records, data files, documents, correspondence, forms, reports, and other materials; posts information to departmental records according to standard procedures Answers phone calls and routes them to the proper person or department; answers questions regarding routine matters Performs routine clerical and office duties, including but not limited to typing, competing forms, permits, notices, or form letters Manages telephone message system (office hours, inclement weather, and other recorded messages) Maintains office meeting calendar and schedules meetings held at school Assists school faculty and staff with requests, paperwork, correspondence, etc. as needed Submits work orders for repairs and maintenance requests Operates copying machines, adding machines, personal computers, and other office equipment Maintains, sorts, and distributes mail for school Assists personnel with the mailing and distribution of various documents and communication Supervises students who are waiting to see administrative staff for various reasons Operates the intercom and provides information through the school’s public-address system Assist the public at the front desk Performs a variety of minor administrative tasks in relieving a supervisor of office details Title: Administrative Assistant (School-based) Reports To: Principal Performs other duties and responsibilities as assigned by supervisor Additional Duties and Responsibilities:
Provide coverage for other office staff as needed Physical and Cognitive Requirements:
Must be able to:
Prepare, read, and comprehend a variety of job related forms, reports, spreadsheets, plans, records documentation, and correspondence required by the job Understand and conform to all rules of punctuation, grammar, diction, and style Speak to individuals or groups of people with poise, voice control and confidence Respond adequately to inquiries or complaints Write using standard convention in language required by the job Apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions Apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form Communicate effectively and efficiently in language required by the job using whatever communication device or system is required (telephone/computer) Perform under stress, deal with person acting under stress and adapt when confronted with emergency situations Be sensitive to cultural differences among individuals and groups of persons Operate/use a variety of automated office machines and other office equipment Respond adequately to inquiries or complaints Interacts professionally and appropriately with the public and district staff in person and on the telephone Performs outstanding proofreading skills Strives to make sure work is of the highest quality Establishes timely work ethics to complete all assigned tasks