CLASS TITLE:  SCHOOL ADMINISTRATIVE ASSISTANT I

REPRESENTATIVE DUTIES:  ESSENTIAL DUTIES:  Perform a variety of secretarial and administrative assistant duties to relieve the Principal of administrative and clerical detail; plan, coordinate and organize elementary school office activities and coordinate flow of communications; assure smooth operations of assigned office.  Serve as secretary to the Principal; receive, screen and route telephone calls; take, retrieve and relay messages as needed; initiate phone calls to request, provide and verify information and documents as needed; schedule and arrange appointments, conferences, meetings and other events.  Receive visitors, including administrators, staff, students, parents and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide information and assistance related to school operations, activities, standards, requirements, time lines, policies and procedures.  Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, lists, letters, memoranda, bulletins, newsletters, flyers, handbooks, announcements, agenda items and other materials.  Compile information and prepare and maintain a variety of records, logs and reports related to students, financial activity, accounts, enrollment, attendance, staff, discipline, accidents, health, 

BASIC FUNCTION:  Under the direction of the Principal, perform a variety of secretarial and administrative assistant duties to relieve the Principal of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the Principal.

DISTINGUISHING CHARACTERISTICS:  The School Administrative Assistant I classification provides secretarial support to the Principal of an assigned elementary school.  Incumbents relieve the Principal of administrative detail and coordinate office activities and flow of communications and information.  The School Administrative Assistant II classification performs secretarial and administrative assistant duties in support of the administrator of an assigned middle school or alternative education program.  Incumbents have greater breadth of office management responsibilities.  The School Administrative Assistant III provides administrative support to the Principal of a comprehensive high school.  Incumbents perform the most complex duties in the series and assure proper and timely completion of high school office projects and activities.

ESSENTIAL DUTIES:  Perform a variety of secretarial and administrative assistant duties to relieve the Principal of administrative and clerical detail; plan, coordinate and organize elementary school office activities and coordinate flow of communications; assure smooth operations of assigned office.  Serve as secretary to the Principal; receive, screen and route telephone calls; take, retrieve and relay messages as needed; initiate phone calls to request, provide and verify information and documents as needed; schedule and arrange appointments, conferences, meetings and other events.  Receive visitors, including administrators, staff, students, parents and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide information and assistance related to school operations, activities, standards, requirements, time lines, policies and procedures.  Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, lists, letters, memoranda, bulletins, newsletters, flyers, handbooks, announcements, agenda items and other materials.  Compile information and prepare and maintain a variety of records, logs and reports related to students, financial activity, accounts, enrollment, attendance, staff, discipline, accidents, health, CBEDS and assigned duties; establish and maintain filing systems.  Input and update student and a variety of other data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets and generate various computerized lists, reports and documents; assure accuracy of input and output data.  Research, compile, assemble and verify a variety of materials, data and information; prepare and process a variety of forms and applications related to assigned functions; maintain student emergency cards and information; duplicate, distribute and collect materials as needed.  Receive, process, verify and account for incoming monies and receipts for student body and various other accounts; update accounts and records with income and expenditures; maintain and balance assigned accounts; prepare and distribute bank deposits as required; issue checks as directed.  Assist with registering and enrolling new students as assigned; process and verify related records, forms and documents; establish and maintain permanent student records and files as required; process student transfers, overflow and withdrawals.  Communicate with District staff, students, parents, outside organizations and the public to exchange information and resolve issues or concerns.  Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; perform minor maintenance on equipment and arrange for repairs as needed; utilize a two-way radio as required.  Receive, sort and distribute incoming mail, packages and materials; prepare outgoing mail and materials for distribution.  Administer basic first aid, assist with health screening activities and dispense medications to students in accordance with physician instructions as assigned by the position.  Monitor inventory levels of office and designated school supplies; order, receive, distribute and maintain appropriate levels of inventory; prepare and process purchase orders and check requests as required.  Arrange for substitutes in response to faculty absences as required; distribute, collect and account for school site keys as assigned.  Train and provide work direction and guidance to designated staff as required; provide input concerning employee interviews and evaluations as requested.  Prepare and maintain appointment and activity schedules and calendars.  Attend and participate in various meetings as assigned; take, transcribe and distribute minutes as required.
OTHER DUTIES:  Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:  Terminology, practices and procedures of assigned office, modern office practices, procedures and equipment, record-keeping and filing techniques. Business letter and report writing, editing and proofreading. Telephone techniques and etiquette. Correct English usage, grammar, spelling, punctuation and vocabulary. Data control procedures and data entry operations. Interpersonal skills using tact, patience and courtesy. Operation of a computer and assigned software. Oral and written communication skills. Methods of collecting and organizing data and information. Mathematic calculations.

ABILITY TO: Perform a variety of secretarial and administrative assistant duties to relieve the Principal of administrative and clerical detail. Plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the Principal. Assure smooth and efficient office operations. Compose correspondence and written materials independently or from oral instructions. Type or input data at 45 words per minute from clear copy. Learn elementary school organization, operations, policies and objectives. Answer telephones and greet the public courteously. Complete work with many interruptions. Compile and verify data and prepare reports. Maintain a variety of records, logs and files. Establish and maintain cooperative and effective working relationships with others. Meet schedules and time lines. Operate a computer and assigned software. Work independently with little direction. Communicate effectively both orally and in writing. Add, subtract, multiply and divide with speed and accuracy. Use assigned software at an intermediate level.

EDUCATION AND EXPERIENCE:

Any combination equivalent to:  graduation from high school and three years of clerical or secretarial experience involving frequent public contact.

WORKING CONDITIONS:

ENVIRONMENT: Office environment. Constant interruptions.

PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information in person and on the telephone. Sitting or standing for extended periods of time. Seeing to read a variety of materials. Bending at the waist, kneeling or crouching to file materials. Reaching overhead, above the shoulders and horizontally.