Administrative Assistant II (EOY)

Position Overview

This is skilled clerical and administrative work performed in a school. An employee in this class performs moderately difficult to semi\-complex office operations requiring proficient office skills. Assignments typically consist of one or more activities performed in school main offices such as attendance record keeping, processing administrative actions (time and attendance reports, and personnel actions), and producing complex word processing documents for school staff. Employees at this level perform a full range of duties as assigned, working independently and exercising judgment and initiative.

Roles and Responsibilities

• Responds to request for information made from the public, parents, staff, and or other interested parties.
• Answers questions within area of authority; directs callers/visitors to appropriate location or staff member.
• Provides administrative and program specific support to school staff including administrators, teachers, counselors, and support staff.
• Manages school entry; verifies and documents all personnel entering and leaving the school premises.
• Verifies student attendance and contacts parent and or guardian to complete a follow up, documents absences, tardiness, and early pickups.
• Assists with the registration process for new students, including meeting with parents, completing the data entry, processing the registration, and creating cumulative files in student information systems.
• Provides general guidance and tier II support to Administrative Assistant I.
• Prepares, provides, and maintains a variety of logs, spreadsheets, paperwork, forms, general and specific correspondence, and or other related information to ensure accuracy and completeness.
• Receives, sorts, and distributes a variety of correspondence, deliveries, and mail.
• Files electronic and hard copy documents of a routine and confidential nature alphabetically, numerically, or by other prescribed methods established with filing systems.
• Makes copies, and or sends documents electronically, by fax, or via mailing.
• Reviews and maintains calendars for school staff; schedules appointments and or meetings; updates bulletin boards; maintains reference files/materials/logs, and other office records.
• May notify central office staff, school staff, and other parties of informational matters requiring their attention.
• Assists with the organization and preparation of meeting space, procures refreshments and assists with technical support.
• Operates PC word processing programs producing correspondence, bulletins, technical and non\-technical material, letters, memos, and reports.
• Operates specific software programs including managing databases; monitoring activities, updating and verifying information.
• Maintains office files and records for information regarding administrative procedures and policies, regulations, personnel, organization, and reports relative to the school’s activities.

Qualifications

• High School Diploma or GED required and progressively responsible experience in performing general office clerical or administrative support work
• Ability to compose a variety of memoranda or letters from general instructions, maintain complex records, and to assemble, organize, and prepare data from records
• Ability to determine work priorities; to maintain confidentiality; to work independently; and to work effectively during periods of heavy workloads and tight deadlines
• Thorough knowledge of business English, spelling, general vocabulary, and arithmetic
• Considerable knowledge of standard office equipment, including desktop PCs, scanners, printers, photocopiers and facsimile machines, and software including Microsoft Access, Excel, Word, and PowerPoint
• Good human relations and communications skills

Physical Requirements

The following provides a brief description of physical requirements for this position:

The work is mostly sedentary with periods of light physical activity and is performed in office surroundings. Typical positions require workers to lift and carry up to 25 pounds; climb stairs, bend, reach, hold, grasp and turn objects; and use fingers to operate computer keyboards. The work requires the ability to speak and to use vision and hearing or aided vision and hearing.

FLSA Status: Non\-Exempt

Months/Days/Hours: 11 months/221 days/8 hours per day

Reports to: Principal or Assistant Principal

Remote Work Eligible: No

Collective Bargaining Unit: Non\-Certified

(End of Year)