ADMINISTRATIVE ASSISTANT

Reports To:                 Superintendent

Dept/Campus:            Central Office

Wage/Hour Status:    Non-Exempt

Length of Contract:    240 days; 8 hours per day

PRIMARY PURPOSE:

Provide excellent service to all customers that come into or call the central office, assist them with needed information or direct them to the correct office/department/campus, etc.  Facilitate the efficient operation of the central administration office and provide clerical services as assigned. Ensure the efficient operation of the superintendent’s office and provide clerical services to the superintendent and Board of Education (BOE). Work under general supervision and handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public.

QUALIFICATIONS:

Education/Certification:

High school diploma or GED

Two years of college education preferred

Notary Public

Special Knowledge/Skills:

Proficient typing, word processing, and file maintenance skills

Knowledge of school district organization, operations, and administrative policies

Excellent organization, communication, and interpersonal skills

Friendly customer service skills

Ability to use personal computer and software to develop spreadsheets, databases, and perform word processing

Ability to use telephone system and maintain accurate database information

Calm and patient demeanor with all patrons

Experience:

One to three years of secretarial/clerical experience preferably in a public education environment

The Board may find appropriate and acceptable alternatives to the above qualifications.

MAJOR RESPONSIBILITIES AND DUTIES:

1. Maintain professional behavior, appearance, and work ethic to represent the school district in a positive manner at all times.

2. Articulate a positive image of the school district and school district patrons.

3. Demonstrate effective customer service strategies to all district patrons.

4. Receive, direct, and relay incoming calls and messages in a timely fashion.

5. Answer all incoming calls and handle callers’ inquiries whenever possible.

6. Respond to all patrons in a knowledgeable, helpful manner. 

7. Greet, assist and/or direct students, staff, visitors, and the general public to the appropriate central office, campus, or department. 

8. Provide word-processing and secretarial support; perform clerical tasks for assigned administrator and department.

9. Maintain the reception and lobby areas in an orderly manner.

10. Receipt and store monies received

11. Maintain an accurate phone listing for all campuses/departments and a listing of contact information for faculty/staff. 

12. Assist patrons with all personnel applications.

13. Prepare and post official Board Of Education (BOE) agenda and records.

14. Attend monthly BOE meetings; record minutes as required.

15. Collect, organize, copy, and bind all materials for BOE meetings; distribute to board members, administrators, and media.

16. Prepare adopted updates of BOE policies and distribute to all appropriate personnel.

17. Maintain physical and computerized files, including BOE minutes.

18. Receive and process papers for student hearings, schedule dates, compile all packets for hearings and record minutes. Attend student hearings and take minutes, if requested.

19. Type all correspondence, memoranda, and reports for superintendent.

20. Compile information and prepare reports as needed.

21. Schedule appointments and maintain superintendent’s calendar.

22. Organize and manage routine work activities of the executive office.

23. Assist with travel arrangements for board members and the superintendent as needed, including making hotel reservations and turning in conference registration forms.

24. Receive and process requests for facility use and bill as appropriate.

25. Review, organize, and distribute mail for superintendent.

26. Proof and edit correspondence from superintendent’s office, public information office, and other administrators as requested.

27. Prepare Board Briefs (summary of action taken) after each BOE meeting and distribute as required.

28. Assist central office and principals with special projects as necessary.

29. Schedule annual visits of BOE to all campuses in accordance with Act 581.

30. Receive Notice of Intent to Home School forms and submit to state throughout the school year.

31. Coordinate annual school elections

32. Ensure that the employee handbook is compiled, revised annually, distributed, and perceived as useful.

33. Assist accounts payable and payroll department as needed.

34. Distribute school mail and process incoming correspondence as needed.

35. Order supplies as needed.

36. Maintain strict confidentiality. 

37. Coordinate cycle reports 2-7 and perform cycle pulls as directed.

38. Assist in orientation and training of employees and volunteers as directed.

39. Coordinate official district calendar, including rental of all facilities.

40. Coordinate all Freedom of Choice and Legal Transfers paperwork.

41. Update and distribute Board Policies and Personnel Policies as necessary

42. Coordinate collection and upload of Civil Right Data Collection

43. Oversee Visitor Management (Issue and collect keys, cards, etc.)

44. Update marquee on a regular basis

45. Update District website on an ongoing basis (Board Minutes, Board Policies, etc.)

46. Issue academic transcripts (in counselor absence)

47. Other duties as assigned.

EQUIPMENT USED:

Personal computer, multi-phone system, printer, copier, scanner, fax machine, calculator, visitor management system

WORKING CONDITIONS:

Mental Demands:

Reading, ability to perform basic arithmetic, work with frequent interruptions; ability to communicate effectively (verbal, written and digital); maintain emotional control under stress, maintain a clear focus on customer service

Physical Demands:

Repetitive hand motions, ability to work with frequent interruptions, occasional prolonged and irregular hours, ability to lift and carry 25 lbs.

Date Adopted:  June 30, 2016

Last Revised:   July 2, 2019

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.