ALUM ROCK UNION ELEMENTARY SCHOOL DISTRICT CLASS TITLE: SCHOOL ADMINISTRATIVE ASSISTANT BASIC FUNCTION: Under the direction of the assigned management and/or supervisory position, oversee, coordinate, organize and perform the day-to-day secretarial and administrative functions at an assigned school office; provide secretarial assistance to the Principal relieving the Principal of administrative details; serve as contact between students, staff, parents, District personnel and the community. REPRESENTATIVE DUTIES: Oversee, coordinate, organize and perform the day-to-day secretarial functions at an assigned school office; serve as contact between students, staff, parents, District personnel and the community; provide information regarding school and District rules, policies and procedures. Prepare, maintain and update student records in areas related to attendance, discipline, emergency, health and other student records as assigned; enter, maintain, and update data in an assigned student database and compile data as requested by District staff or the Principal; maintain cumulative record files for students. Provide secretarial assistance to the Principal relieving the Principal of administrative details; prepare and type letters, bulletins, newsletters, memos, agendas, purchase requisitions, and other documents as assigned; schedule appointments and make referrals as appropriate; prepare the school calendar; maintain files. Maintain and record student attendance as assigned; prepare enrollment and transfer forms as appropriate; record daily calls to parents regarding student absences; compile and generate attendance reports as assigned; orient new families and students to the school. Provide support to staff including providing various student information, assisting with field trips, completing forms, ordering supplies, distributing mail, preparing reports, handling and distributing time sheets and payroll warrants, maintaining files and other support activities as assigned; maintain staff attendance sheets as assigned. Prepare and compile various District reports such as attendance, enrollment, student body funds, staff absence reports and other assigned reports according to established timelines; assist administrator with the preparation of budget materials. Monitor sub-calling system for personnel absences; arrange for substitutes as assigned; prepare substitute folders and provide keys; post personnel absences according to established procedures. Perform health-related duties in the absence of the Health Office staff; administer first aid to students and staff; administer medication, as prescribed in accordance with established policy and guidelines; prepare exposure notices and accident reports as needed. Operate a computer and assigned software systems; operate a telephone, copier, typewriter, calculator and other office equipment as assigned; arrange for repair and maintenance of equipment as needed. Train and provide work direction to office staff as assigned; provide input during performance evaluations as requested. Schedule the use of facilities by the community and maintain related records. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: School office terminology, practices and procedures. Operation of a computer and assigned software. Receptionist and telephone techniques and etiquette. Modern office practices, procedures and equipment. Record-keeping and filing techniques. Correct English usage, grammar, spelling, punctuation and vocabulary. District organization, operations, policies and objectives. Applicable laws, codes, rules and regulations related to assigned activities. Oral and written communications skills. Interpersonal skills using tact, patience and courtesy. Basic first aid. ABILITY TO: Manage the front office of an assigned school. Provide secretarial assistance to the Principal relieving the Principal of administrative details. Serve as contact between students, staff, parents, District personnel and the community. Assure the safety and welfare of students and staff including performing health-related duties as assigned. Compose correspondence and work independently with little supervision. Establish and maintain effective working relationships with others. Meet schedules and time lines. Perform duties effectively with many demands on time and constant interruptions. Plan and organize work. Train and provide work direction to others. Maintain records and prepare reports. Work confidentially with discretion. Communicate effectively both orally and in writing. Understand and follow oral and written directions. Keyboard at 50 wpm from clear copy. Operate a computer and a variety of office machines and equipment. EDUCATION AND EXPERIENCE: Graduation from high school and three years increasingly responsible clerical or secretarial experience, or equivalent. LICENSES AND OTHER REQUIREMENTS: Valid First Aid certificate issued within six months of employment. 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. Seeing to read. Bending at the waist, kneeling or crouching. Sitting for extended periods of time. Light lifting - up to 14 lbs. SALARY RANGE: 13.5 WORK YEAR: 10 months BARGAINING UNIT:CSEA DATE APPROVED: 7/1/99