Job Description

School Administrative Assistant (DHS Guidance)

Position Purpose

Under the direct supervision of the principal or other administrator, and as assigned by the School Executive Secretary, 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.

Duties

• Prepares, copies, and distributes notices, memoranda, and other correspondence for the purpose of informing school employees regarding activities, events, and other work-related matters.
• Assists in planning and scheduling school events and activities and maintains calendars of school and student events for the purpose of coordinating orientations, open houses, field trips, sporting events, assemblies, conferences, and other activities.
• Assists in maintaining documents, files, and records for the purpose of providing up-to-date references and an audit trail for compliance.
• Prepares purchase orders for submission to the school district's accounting/finance office.
• Assists in maintaining inventories of supplies and materials to ensure availability.
• Assists visitors to the office, including students, parents, substitute teachers, and others.
• Answers telephone calls and provides information and assistance to callers.
• Distributes incoming mail appropriately and prepares outgoing mail.
• Evaluates situations and takes appropriate action and/or directs individuals to the appropriate personnel for resolution.
• Registers new students, ensuring required forms are completed, obtaining transcripts and other documentation as needed, and entering enrollment and student record information into the computer system.
• Responds to inquiries from students, parents, and employees by providing information, facilitating communication, and/or directing individuals to appropriate resources.
• Plans and coordinates the annual College Fair and Career Fair.
• Manages the Parchment transcript system for alumni and students seeking employment or postsecondary opportunities.
• Plans and coordinates Instant Decision Week, including communication and coordination with participating colleges and students.
• Maintains the local scholarship database and develops relationships with scholarship donors, supporting approximately $100,000 in annual local scholarship opportunities.
• Supports Freshman orientation, including coordination, communication, and preparation of materials.
• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.
• 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.
• Travel Requirements
• Limited travel to and from meetings may be required.
• Knowledge, Skills and Abilities
• 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.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments.

*See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.

Typical qualifications would be equivalent to:

• Graduation from high school.
• Strong PowerSchool skills
• Successful experience with office management preferred.

FLSA Status: Non-exempt