Administrative Assistant- Building Level

Sidney City Schools

Administrative Assistant

Longfellow Primary

8 hpd

Reports to: Building Principal

Job Objective:

Performs secretarial, receptionist, and office management functions for the school building. Uses each contact with the public as an opportunity to promote a positive impression of the school district.

Minimum Qualifications:

• High School diploma or equivalent.
• Post\-secondary secretarial or business school graduate if preferred.
• Meets all mandated health requirements.
• Provides documented evidence of a clear criminal record.
• Proficient in office procedures, protocol, and the use of business equipment.
• Proficient in word processing, spelling, and the correct use of grammar.
• Demonstrates the ability to achieve proficiency in data entry and the use of educational management software.
• Skilled in bookkeeping functions and mathematical computations.
• Understands basic first aid procedures.
• Demonstrates maturity and the ability to work with students and their families.
• Meets all prerequisite qualifications to be bonded.

Responsibilities and Essential Functions:

Domain 1: Planning, Preparation, and Delivery of Service

• Organizes, manages, and performs administrative support functions necessary to maintain the daily operations of Sidney City Schools.
• Performs work requiring independent judgement and discretion.
• Gathers and organizes material required to keep the school principal informed of pertinent issues.
• Organizes and maintains a functional filing system that ensures the safe retention of office records. Protects the confidentiality of privileged information.
• Types correspondence, memos, and other documents.
• Ensures that all reports are submitted on time.
• Strives to develop rapport with students, staff, parents, and the public. Responds to requests and complaints promptly and tactfully. Is receptive to constructive suggestions. Respects the personal confidences and privacy needs of individuals.
• Helps with the preparation of materials for the opening and closing of school.
• Processes incoming, outgoing, and interoffice mail. Sends and receives faxes. Distributes notices, forms, directives, etc. Maintains staff mail boxes.
• Prepares requisitions. Receives and signs for deliveries. Notifies recipients about the arrival of packages.
• Collects, verifies, enters, and maintains Comprehensive Informational Management System (CIMS) and Educational Management Information System (EMIS) data as directed.
• Updates, duplicates, and collates student and teacher handbooks.
• Helps with the preparation of the school newsletter (e.g., type, edit, mail, etc.)
• Collects and maintains medical emergency authorization forms. Maintains an up\-to\-date parent/guardian file. Notifies parents or guardians when a student becomes ill or injured. Prepares and maintains accident reports.
• Maintains up\-to\-date attendance policy information. Helps ensure that the district's attendance policies are uniformly enforced.
• Oversees the sign\-in/out register. Processes early dismissal requests. Verifies questionable requests.
• Prepares daily attendance records that complies with the Ohio Revised Code.
• Prepares and distributes a daily absentee list.
• Maintains a file of notes from absent students. Contacts parents or guardians to check on students when the office has not been notified. Mails written notification of absences to parents when contact cannot be established.
• Prepares admission and withdrawal records. Processes transcripts. Prepares permanent records, class schedules, etc.
• Provides school information to new residents when requested. Helps with the enrollment of new students (e.g., verify residence, assign number, etc.).
• Helps screen, prepare, and present daily announcements.
• Assists with the coordination of school programs (e.g. student orientations, open houses, parent conferences, student recognition activities, etc.)
• Provides assistance to other departments as directed.
• Operates all office equipment. Monitors and arranges for equipment maintenance.
• Consults with the technology coordinator and/or data acquisition site as needed to ensure the proper operation of the computer system.
• Keeps current with advances in office computer technology and software improvements. Updates office procedures. Shares knowledge and skills with appropriate staff.
• Performs other specific job\-related duties as directed.

Domain 2: The Environment

• Organizes, manages, and performs administrative support functions necessary to maintain the daily operations of the middle school. Performs work requiring independent judgement and discretion. Gathers and organizes material required to keep the building principal informed of pertinent issues.
• Answers the telephone. Directs calls based on the nature of the inquiry. Learns the names, titles, locations, and working hours of key district staff. Takes messages. Manages calls efficiently to keep telephone lines open.
• Performs receptionist duties. Acknowledges visitors. Determines the reason for their visit. Verifies appointments. Answers questions. Refers inquiries requiring policy interpretation to administrative staff.
• Reports unauthorized persons or suspicious circumstances to the principal or other appropriate staff immediately.
• Reports evidence of suspected child abuse as required by law.
• Initiates emergency procedures during the absence of the principal.
• Processes book and homework assignment requests for absent students.
• Renders basic first aid to students and administers prescription and/or over\-the\-counter drugs as authorized by board policy.
• Monitors students sent to the office for illness or discipline reasons.
• Helps with the coordination of partners in education programs.
• Strives to develop rapport with students, staff, parents, and the public. Responds to requests and complaints promptly and tactfully. Is receptive to constructive suggestions. Respects the personal confidences and privacy needs of individuals.
• Serves as a role model for students. Demonstrates personal integrity, responsibility, impartiality, respect, and courtesy.
• Provides school information to new residents when requested. Helps with the enrollment of new students (e.g., verify residence, assign number, etc.).
• Assists with the coordination of school programs (e.g., student orientations, open houses, parent conferences, student recognition activities, etc.).
• Provides assistance to other departments as directed.
• Performs other specific job\-related duties as directed.

Domain 3: Professional Responsibilities

• Maintains an office calendar. Schedules appointments as directed.
• Complies with district procedures to account for money collected in the building (e.g., fees, fines, fund\-raising projects, etc.). Prepares accurate records suitable for audits. Prepares and makes bank deposits.
• Maintains medical and personal/family leave records for building employees.
• Maintains classroom coverage records. Maintains records of compensatory time for certificated staff.
• Assists with the selling of tickets for school events (e.g., athletic contests, plays/musicals, fund\-raising projects, etc.).
• Participates in staff meetings and professional growth activities as directed.
• Organizes, manages, and performs administrative support functions necessary to maintain the daily operations of the middle school. Performs work requiring independent judgement and discretion. Gathers and organizes material required to keep the building principal informed of pertinent issues.
• Organizes and maintains a functional filing system that ensures the safe retention of office records. Protects the confidentiality of privileged information.
• Ensures that all reports are submitted on time.
• Collects, verifies, enters, and maintains data systems.
• Keep up\-to\-date parent/guardian files. Notifies parents or guardians when a student becomes ill or injured. Prepares and maintains accident reports.
• Prepares daily attendance records that complies with the Ohio Revised Code.
• Prepares admission and withdrawal records. Processes transcripts. Prepares permanent records, class schedules, etc.
• Helps with the coordination of partners in education programs.
• Provides assistance to other departments as directed.
• Keeps current with advances in office computer technology and software improvements. Updates office procedures. Shares knowledge and skills with appropriate staff.
• Performs other specific job\-related duties as directed.

Abilities Required:

• Demonstrates professionalism and exemplary personal conduct.
• Uses interpersonal skills to promote a favorable image of the school district. ·
• Works cooperatively to support a successful team effort.
• Takes the initiative to identify, evaluate, and solve problems independently.
• Expresses ideas effectively using verbal, nonverbal, and writing skills.
• Organizes and managing time effectively. Reacts productively to interruptions and changing conditions.
• Travels to meetings and work assignments.
• Lifts, carries, and moves office supplies and equipment.
• Maintains an acceptable attendance record and is punctual.
• Transcribes, enters, and posts data accurately. Proofreads accurately.
• Handles and manipulates office equipment that requires speed, dexterity, accuracy, and repetitive motions.

Supervisory Responsibility:

Under the direction of the building principal: schedules meaningful work assignments, provides instructions, and communicates expectations to assigned office aides, student helpers, and volunteers.

Working Conditions:

Exposure to the following conditions may range from remote to frequent based on circumstances and factors that may not be predictable.

• Potential for exposure to blood borne pathogens and communicable diseases.
• Interaction with disruptive and/or unruly individuals.
• Exposure to student commotion.
• Exposure to adverse weather conditions and seasonal temperature extremes.
• Duties may require operating and/or riding in a vehicle.
• Duties may require extended time using a computer terminal and keyboard.
• Duties may require considerable telephone contact and paperwork.
• Duties may require working under time constraints to meet deadlines.
• Duties may require working during the evening and/or weekend.
• Duties may require dispensing medications and exposure to personal hygiene products, cleaning solvents, and chemical vapors.
• Duties may require wearing protective clothing and/or safety equipment.

Performance Evaluation:

Job performance is evaluated according to the policy provisions adopted by the Sidney City School District Board of Education.

The Sidney City School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age, or disability. The board requires that employees comply with the statutory responsibilities cited in the Ohio Revised Code, the rules and regulations of the Ohio Department of Education, and all local and Federal mandates. This job description does not imply that these are the only duties and responsibilities to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events."