Administrative Assistant:School

Job | Posted 23 days ago
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Description

School Secretary- 12 MONTHS

Salary Range:  $26,223 - $39,855


Position Purpose
Under the direct supervision of the principal or other administrator, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions
  • Serving as primary clerical support to the principal and staff; serving as receptionist and telephone operator; preparing and maintaining files and records; assisting students and parents.
  • Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
  • Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
  • Types letters, memos, reports, bulletins, requisitions, invoices, schedules, manuals, student files and records;
  • Operates standard office machines including word processor and computer;
  • Posts a variety of information from standardized sources to various types of control records;
  • Composes and types letters and memoranda in conformance with school policies and from brief instructions;
  • Enters pentamation data and produces results;
  • Compiles and prepares daily attendance, discipline, safety, student teacher reports, etc.;
    Monitors office traffic including students in time-out, early dismissals, and missed bus;
  • Makes morning, afternoon and periodic announcements;
  • Assists at school functions as required;
  • Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
  • Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
  • Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability. Oversees office equipment maintenance; maintains inventory of office machines, equipment and supplies;
  • Assist visitors to the office, including students, parents, substitutes teachers, and others.
  • Answers telephone calls, and provide information and assistance to callers, meets the public and provides information.
  • Distribute incoming mail appropriately; sends outgoing mail.
  • Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
  • Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals). Processes withdrawing students, processes and forwards records;
  • Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
  • Assists with bookkeeping function when required;
  • Maintains various manuals and computer school, pupil, teacher and program files;
  • Prepares and maintains payroll, leave and personnel files;
  • Administers minor first aid in absence of school nurse;
  • Orders print shop forms and supplies;
 Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.
 
Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
 
Knowledge, Skills and Abilities
  • General knowledge of standard office practices, procedures and equipment;
  • General knowledge of business English, spelling and arithmetic; general knowledge of school system routine, personnel procedures and record keeping;
  • General knowledge of basic first aid practices; skill in the use of computer equipment; ability to develop and follow detailed work procedures;
  • ability to type accurately and at a reasonable rate of speed;
  • ability to establish and maintain effective working relationships with associates, students and the general public.
  • Ability to describe problems and work orally or in writing to supervisor as required.
  • Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
  • Ability to carry out instructions furnished in written or oral form.
  • Ability to add, subtract, multiply and divide, and perform arithmetic operations.
  • Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
  • Ability to problem solve job-related issues.
  • Ability to work with a diverse group of individuals.
  • Ability to process paperwork accurately according to standardized procedures.
  • Ability to maintain confidentiality of information regarding students, employees and others.
  • Organizational and time management skills.


Physical and Mental Demands, Work Hazards
Works in standard office and school building environments.
             
Qualification Profile

Any combination of education and experience equivalent to graduation from high school supplemented by courses in bookkeeping, accounting, business and similar subjects and some general office experience involving the maintenance of complex financial records

FLSA Status:       Non-exempt

Posted By

Suffolk Public Schools

7401 Burbage Drive, Suffolk, VA 23435
 
Insights
Compare with State

Amount per Student

$11,497

State Average: $11,724

% ELL Students

1%

State Average: 9%

Student Teacher Ratio

14.35

State Average: 14.22

% IEP Students

12%

State Average: 13%

FTE

1,883

State Average: 801