PINE RIDGE ELEMENTARY SCHOOL DISTRICT

CLASS TITLE: ADMINISTRATIVE ASSISTANT

BASIC FUNCTION:

Under the direction of the Superintendent/Principal; perform a variety of secretarial and administrative assistant duties to relieve designated school site and District administrators of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information in support of school site and District operations and activities.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:

Perform a variety of secretarial and administrative assistant duties to relieve designated school site and District administrators of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications; provide support for transportation, student affairs, maintenance, student body and various other school site activities.

Receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule, arrange, prepare for and distribute information concerning appointments, assemblies, sports events, ceremonies and various school activities and special events.

Receive visitors, including administrators, faculty, staff students, parents and the public and provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues and refer difficult issues to appropriate administrator or staff; provide detailed information concerning District operations, activities, schedules, laws, rules, regulations, policies and procedures.

Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, fliers, newsletters, handbooks, awards, certificates and other materials; format, review, proofread and disseminate a variety of documents.

Perform a variety of clerical accounting duties in support of student body and other school site and District activities; coordinate and conduct fundraising activities; receive, verify and account for incoming student body and cafeteria monies; maintain financial and statistical records; verify and monitor designated funds for income and expenditures.

Research, compile and verify a variety of information for various school site and District functions and activities; distribute, receive, process and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.

Prepare and maintain a variety of records, logs and reports related to students, programs, staff projects, attendance, immunization and assigned duties; establish and maintain filing systems.

Input a wide variety of data into an assigned computer system; initiate queries, manipulate and extract data, develop spreadsheets and generate a variety of computerized reports according to established time lines; maintain automated records; assure accuracy of input and output data.

Prepare documents for annual District audit.

Coordinate, schedule and attend a variety of meetings; assemble Board packets; maintain District and school site appointment, event and activity calendars; contact parents and arrange conferences concerning student injuries, discipline and other school site issues and conflicts.

Receive, sort and distribute mail; open mail and compose responses independently as appropriate; prepare and distribute informational packets and bulk mailings as directed.

Communicate with personnel and various outside agencies to exchange information, request and provide materials, coordinate activities and resolve issues or concerns.

Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; assure school site vending machines are functioning properly and arrange for repairs as needed.

Monitor inventory levels of office and school site supplies and equipment, order, receive and maintain inventory of supplies and equipment.

Collect various monies and fees for various school site and District services as directed.

Provide secretarial support for collective bargaining activities; maintain confidentiality of sensitive and privileged information.

Administer first aid and CPR to students as necessary; arrange for emergency medical services as needed; assist in coordinating response to various emergencies.

OTHER DUTIES:

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

District and school site organization, operations, policies and objectives.

Terminology, practices and procedures of assigned office.

Recordkeeping and filing techniques.

Applicable laws, codes, rules, regulations, policies and procedures.

Business letter and report writing, editing and proofreading.

Policies and objectives of assigned programs and activities.

Telephone techniques and etiquette.

Modern office practices, procedures and equipment.

Methods, procedures and terminology used in clerical accounting work.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Interpersonal skills using tact, patience and courtesy.

Operation of a computer and assigned software.

Oral and written communication skills.

Administrative Assistant - Continued Page 3

Methods of collecting and organizing data and information.

Mathematical calculations.

ABILITY TO:

Perform a variety of secretarial and administrative assistant duties to relieve designated school site and District administrators of administrative and clerical detail.

Plan, coordinate and organize office activities and coordinate flow of communications and information in support of school site and District operations and activities,

Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.

Schedule, arrange, prepare for and distribute information concerning appointments, assemblies, sports events, ceremonies and various school activities and special events.

Perform a variety of clerical accounting duties in support of school site and District activities.

Compose correspondence and written materials independently or from oral instructions.

Type or input data at an acceptable rate of speed.

Answer telephones and greet the public courteously.

Complete work with many interruptions.

Maintain confidentiality of sensitive and privileged information.

Compile and verify data and prepare reports.

Understand and resolve issues, complaints or problems.

Maintain a variety of records, logs and files.

Establish and maintain cooperative and effective working relationships with others.

Meet schedules and timelines.

Work independently with little direction.

Communicate effectively both orally and in writing.

Perform mathematical calculations with speed and accuracy.

Operate a variety of office equipment including a computer and assigned software.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science or related field and four years of increasingly responsible secretarial or administrative assistant experience.

WORKING CONDITIONS:

ENVIRONMENT:

Office environment.

Constant interruptions.

PHYSICAL DEMANDS:

Hearing and speaking to exchange information in person or on the telephone.

Dexterity of hands and fingers to operate a computer keyboard.

Seeing to read a variety of materials.

Sitting or standing for extended periods of time.

Bending at the waist, kneeling or crouching to file and retrieve supplies.

Reaching overhead, above the shoulders and horizontally.