Job Description

Job Title:                Administrative Assistant

Reports To:             Superintendent/Principal

Salary:                    Depending on Experience

Classification:         Confidential (3 hours/day)  

Approved By:          Board of Trustees

Approved Date:       August 21, 2014

POSITION DEFINITION: 

Under the general direction of the Superintendent/Principal assists in preparing and typing all correspondence that relates to board meetings, the general functions of the Board of Trustees, the Superintendent’s role and function, and the general operation of the district office.  Duties require access to and possession of information pertaining to employer/employee relations; therefore, this is a confidential position and not part of the classified Bargaining Unit.  This position requires a high degree of organizational planning, and the performance of tasks requiring the exercise of independent judgment and interpretation to assist the District Superintendent.  Performs related duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following (Other related duties may be assigned):

1.         District Operation

• Greets visitors to the Superintendent, ascertains nature of business and directs visitors to the appropriate person.
• Assists with student expulsion hearings; prepares correspondence, establishes and maintains confidential files pertaining to student expulsion matters, and communicates with parents both verbally and in writing.
• Prepares necessary news releases related to meetings, personnel, bids, school events, etc.
• Types copy of documents generated from negotiation sessions and distributes current association contracts (classified and certificated) and seniority lists.
• Designs forms for use by school and district offices and on school web site.
• Develops and posts annual SARC (School Accountability Report Card).

2.         Personnel

• Composes and posts job openings on the District Web Site, Edjoin, Craig’s List and in school offices.
• Prepares correspondence relative to employer/employee relations and employee grievances, and correspondence relative to action involving the district.
• Organizes and maintains the official personnel files for the district.
• Examines employee files to answer inquiries and provides information to authorized persons.
• As District Credentials Analyst, monitors and reports to the county and state all certificated credentials; ensures that certificated credentials are up to date; works with Superintendent/Principal to properly assign certificated staff according to their credentials.
• Prepares employment contracts for new and returning employees.
• Prepares annual employee evaluations and seniority lists.

3.         Superintendent/Principal Support

• Assists in the preparation of agendas for meetings of the Board of Trustees.
• Attends and takes minutes of the meeting of the Board of Trustees.
• Assists in preparation of Board policies and maintains district policy books (CSBA).
• Types correspondence relating to the functions of the Board of Trustees.
• Assists in the preparation of agendas and back-up materials for other meetings (School Site Council, Safety Committee, Leadership, etc.)
• Assists in the preparation and posting of annual school plans (Single Plan, Technology Plan, LCAP, Safe School Plan, etc.)
• Assists in the preparation and typing of correspondence, flyers and brochures.
• Serves as receptionist for the Superintendent/Principal, screening calls and making appointments.
• Assists Superintendent/Principal’s role as public information officer for the district.
• Prepares documents for Board Elections

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to type 50-60 words/minute.

Proficiency with Microsoft Office (Word, Powerpoint, Excel) and Outlook.

Previous experience working in a school office setting desired.

Must pass Department of Justice (DOJ) fingerprint clearance.

Applicants must be able to pass post offer/pre-employment physical assessment exam.

Must provide results of TB test.