Administrative Assistant - Sonnie Hereford Elem.

Job Title

Office Manager/Administrative Assistant, High School

Job Code

SC-103

Job Grade

CA/09

Job Goal

To perform complex and confidential administrative functions, ensure effective operations within an assigned high school, and provide guidance and information to the school principal, HCS staff, students, and others regarding specific assignments and situations.

Reports To

School Principal as assigned

Supervises

None

Essential Duties and Responsibilities

• Provides leadership and guidance to office assistants, student aides, and volunteers to ensure the smooth and efficient operation of the school office; monitors the training of new hires; and manages daily work activities for the purpose of confirming assignments are completed in a timely manner.
• Provides administrative support to the school principal and other school administrators and/or staff to assist with a variety of assignments, tasks, and functions on a day-to-day basis.
• Receives visitors and telephone calls; greets guests and follows established sign-in/sign-out procedures; provides information and assistance; takes and relays messages; diffuses conflicts and/or difficult situations; and directs to appropriate personnel as needed in order to facilitate timely communication.
• Manages calendars and schedules appointments, meetings, conferences, and other activities; reserves needed event facilities and supplies; notifies appropriate personnel; and makes travel arrangements and reservations as necessary.
• Composes or transcribes a variety of manual and electronic correspondence and materials, including but not limited to internal communications, meeting agendas/minutes, forms, letters, notices, bulletins, and memoranda; reviews and proofreads documents; and distributes to appropriate recipients.
• Compiles and processes documents and forms, including payroll records, Human Resources documents, attendance sheets, purchase orders, leave requests, travel reimbursements, contract agreements, calendars, daily bulletins, work orders, etc., in accordance with school procedures and district policies.
• Inputs and verifies various confidential and non-confidential data and information into computer software systems; generates lists and reports as scheduled or requested; duplicates and distributes materials to appropriate personnel as needed.

• Generates and distributes student data, information, or reports as scheduled or requested while maintaining compliance with the Family Educational Rights and Privacy Act (FERPA), including but not limited to report cards, progress reports, attendance information, student demographics, local and state reports, to students, parents/guardians, HCS administrators and staff, outside agencies, and other groups or organizations as appropriate.

• Establishes both paper and electronic filing systems for the purpose of maintaining accurate, complete, and confidential information for use by HCS staff and other appropriate parties.
• Communicates with appropriate HCS staff and approved vendors and service providers to make arrangements for a variety of student activities within established guidelines, including student field trips, student transportation, etc.
• Responds to a wide variety of inquiries from HCS staff, students, parents/guardians, outside agencies, community members, and others for the purpose of resolving issues, providing information, and/or referring to appropriate personnel.
• Monitors inventory of office supplies and materials and places orders as approved in order to ensure adequate levels of availability.
• Operates office equipment such as fax machines, scanners, copiers, and phone systems; utilizes computers and software systems for spreadsheets, word processing, database management, and other applications.
• Performs other job-related duties as required.

Qualifications

A high school diploma or equivalent and three (3) years of office support experience. Post-secondary education in business, office management, or bookkeeping preferred. Operating knowledge of and experience with Microsoft Office Suite required. Knowledge of district and school policies and procedures preferred.

Physical Requirements

Requires light work exerting up to ten (10) pounds of force occasionally and/or a negligible amount of force frequently. Job involves sitting most of the time.

Terms of Employment

Eleven month year. Salary as recommended by the Superintendent and approved by the Board.

This specification has been designed to represent the general nature and level of work found in this position. As such, it is not intended to contain all duties and qualifications of an employee in this position. Consequently, it is not intended to be perceived as an identification of essential job functions as required by ADA. Note: The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to that position.