Job Title: School Administrative Assistant II - K-5 Schools
Job Summary: Under the supervision of the School Principal, performs a wide variety of administrative support functions to ensure the effective operations of the school office and programs. The principal works with the Administrative Assistants I and II to assign specific responsibilities for each position and identify areas of shared responsibility.
Responsible to and evaluated by: Principal Work Year: 202 days
Class Characteristics: Performs a variety of routine administrative support and general clerical duties involving record keeping, filing and data entry and implements practices to assure effective communications between staff and community. Receives supervision within a broad framework of standard policies, district procedures, and duties of the job description.
Examples of Duties:
Coordinates the general operation of the school office under the direction of the principal.
Assists in serving as school receptionist, working with the public through personal contact, telephone, and email. This includes directing phone calls, receiving visitors, providing routine information and referring inquiries to other staff members as appropriate.
Performs general typing, including letters, memoranda, announcements, reports, forms; proofread for accuracy and correctness.
Schedules appointments and meetings for the principal and other staff members.
Maintains calendar of school events and assists District Office staff in making reservations for various groups using school facilities.
Enrolls, disenrolls and, completes clerical procedures for transfer students, including Powerschool registration process.
Prepares and maintains class lists and records of student placement.
Compiles monthly Powerschool enrollment and attendance reports and annual reports as required.
Compiles annual CBEDS reports and monthly Mandated Costs forms.
Processes Independent Contractor Agreements for student assemblies, staff development programs, etc.
Processes work orders related to facilities (i.e., buildings, grounds, telephone system, and technology problems).
Serves as site SEMS Administrator to support placement of substitutes.
Assists substitute personnel with keys, materials and sign-in Logs.
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Complies with board polices and District procedures.
Assumes assigned role in the District Emergency Plan.
Compiles and transmit time sheets (attendance records) for certificated and classified staff members.
Maintains accurate records of school budgets, field trip expenses, conference budgets, fire drills, emergency preparedness drills, monthly financial statements and periodic count and deposit of classroom fees.
Prepares requisitions approved by the Principal, checks in orders upon arrival, and complies with the District’s inventory control procedures.
Checks stockroom and issues supplies as needed; at the direction of the Principal, orders classroom supplies and equipment in accordance to the District’s inventory control procedures.
Maintains office files in a current condition.
Maintains and monitors inventories at direction of the Principal, orders classroom and office supplies and equipment.
Administers first aid to students in the absence the School Nurse or Health Clerk. This is a shared responsibility with the Administrative Assistant I.
Prepares accident reports for students and staff. Processes Workers’ Comp. insurance claim forms.
Operates various office machines and equipment; make minor repairs, if necessary. Orders maintenance and supplies.
Provides information and assistance to other staff, student and community volunteers in office procedures and the operation of equipment.
Performs other related duties.
Employment Standards: To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The knowledge and skill requirements are representative of essential duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.
Training and Experience: High school graduate or equivalent and one year of increasingly responsible secretarial and/or clerical office experience involving public contact.
Knowledge: Knowledge of proper office methods and practices including filing systems, receptionist and telephone techniques, letter and report writing; computers and word processing; mathematical calculations; office equipment techniques and procedures; basic bookkeeping techniques; and public and human relations skills.
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Ability: Ability to understand and independently carry out verbal and written instructions; learn, interpret and successfully apply office policies, procedures, rules and regulations; operate school office equipment; maintain security and confidentiality of information; communicate effectively in both oral and written form; work effectively under stress; use appropriate and correct English, spelling, grammar and punctuation; perform mathematical calculations with speed and accuracy; type accurately at
approximately 45 words per minute; proficient with computers and standard office software programs; establish and maintain effective work relationships with those contacted in the performance of duties.
Physical Effort/Work Environment: Moderate physical effort; frequent standing or walking; occasional handling of lightweight parcels and supplies; exposure to ill students. Indoor work environment.
Licenses and Certificates: A valid California driver's license and evidence of appropriate automobile insurance based on DMV regulations may be requested. Possession of a valid current Red Cross First Aid Certificate within six months of employment.