Purpose Statement

The job of Administrative Assistant is done for the purpose/s of providing administrative and secretarial support to assigned school site administrators; monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrator.

This job reports to the Building Administrator.

 

Essential Functions

• Assists parents and students (e.g. late check in, lunch choices, Ident-A-Kid, messages to students, etc.) for the purpose of ensuring accurate information is provided.
• Compiles data from a variety of sources (e.g. attendance records, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of manual and electronic documents files and records (e.g. Sub report, Zero Minutes, CAS, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a variety of activities on behalf of assigned administrator (e.g. account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a variety of documents (e.g. Daily vs Meeting error report, Zero Minutes error report, 10% attendance report, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, etc.) for the purpose of providing information or direction and/or facilitating communication among parties.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements:  Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform single tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; preparing and maintaining accurate records; administering first aid and/or prescribed medications; and customer service.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and understand complex, multi-step written and oral instructions.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; and concepts of grammar and punctuation; office application software; office practices; and practicing cultural competency while working collaboratively with diverse groups and individuals.

ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with similar types of data; and utilize job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; and establishing and maintaining effective working relationships; accuracy and attention to detail; and working as part of a team.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 75% sitting, 12% walking, and 13% standing.  The job is performed under conditions with some exposure to risk of injury and/or illness.