School Administrative Assistant II

School Administrative Assistant II

Basic Function and Representative Duties

BASIC FUNCTION : Under the direction of an elementary, middle or alternative school principal, plan, organize and coordinate a wide variety of administrative and other office functions and activities related to the administration and operations at the school; serve as administrative support to the principal and coordinate communications between students, parents, staff and visitors; train, assign and coordinate the work of assigned school personnel. DISTINGUISHING CHARACTERISTICS : The School Administrative Assistant II classification provides primary support to an elementary, middle or alternative school principal. Incumbents require thorough knowledge of school operations, policies and procedures and serve as the school office lead. The School Administrative Assistant III classification provides primary and complex administrative support to the high school or adult school principal. Incumbents require thorough knowledge of school operations, policies and procedures, and serve in a lead capacity, providing training and guidance to other clerical staff in the office. The School Administrative Assistant I classification supports a certificated administrator at a school and may serve as an office lead. REPRESENTATIVE DUTIES : ESSENTIAL DUTIES : Plan, organize and coordinate a wide variety of administrative and other office functions and activities related to the administration and operations at the school; assist in assuring smooth and efficient office operations; coordinate and organize office communications and information. Greet and assist students, parents, staff, and visitors; initiate and receive telephone calls; screen and route calls; take and relay messages; provide general information concerning school operations and activities and related rules, policies and procedures Assist the Human Resources Department with facilitating site substitute coverage using the automated substitute employee management system; greet and assist substitute employees by providing keys, materials and pertinent information Train, assign and coordinate the work of assigned school personnel; prepare absentee forms as directed; review work for accuracy, completeness and compliance with established guidelines and procedures Coordinate, schedule and attend a variety of meetings as assigned; prepare and send out notices of meetings; maintain appointment and activity calendar for the school and the principal; reserve facilities; collect and compile information for meetings, projects and workshops; prepare agendas and take minutes as directed Participate in scheduling and coordinating various special events and other activities as assigned by the position Prepare personnel requisitions for position or staffing changes using the District systems and based on information provided by the budget manager; submit personnel requisitions to the budget manager for approval and route to appropriate department for approval and / or processing; Collect and code timesheets according to information provided by the budget manager and submit timesheets to the budget manager for approval; route timesheets to appropriate department for approval and / or processing according to established timelines and procedures Monitor accuracy of student enrollment; add / drop / transfer students as needed; assign teachers and students to classes / sections; Clear student absences and correct student attendance based on telephone logs, emails and parental notes; prepare student attendance letters and generate student attendance reports Administer first aid according to established procedures as needed; log medications provided to the students; generate, update and distribute the health alert list to staff for students with food allergies and medical conditions Perform other activities in support of the assigned office including registering / transferring students, receiving and processing money for fees, maintaining sign in / sign out sheets, and assisting with students sent to the office for health, discipline or other matters; participate in coordinating events such as graduation / promotion, picture days, mandated health screenings Compose correspondence; keyboard, format and process a variety of records and documents related to assigned activities such as letters, lists, memoranda, bulletins, reports, requisitions, flyers, posters, forms, packets or other materials from detailed or rough copy; prepare contracts using fillable form and based on information provided by budget manager; proofread completed assignments Input a variety of data into an assigned computer system; maintain automated records and files; initiate queries and generate a variety of computerized lists, spreadsheets and reports as requested; assure accuracy of input and output data Compile information and prepare and maintain a variety of records and reports related to school programs and activities; review and verify accuracy and completeness of various documents; establish and maintain filing systems; coordinate printing and distribution of report cards as assigned by the position; process and review various forms and applications as needed Receive, open, sort, screen and distribute incoming mail; receive and respond to e-mails; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs Operate a variety of office equipment including a calculator, copier, laminator, fax machine, computer and assigned software; operate a two-way radio as assigned. Communicate with staff and outside agencies to exchange information and resolve issues or concerns. Monitor inventory levels of office and school supplies; order, receive and assure adequate inventory levels of office and school supplies; prepare purchase requisitions for supplies and services using District systems and based on information provided by the budget manager; submit purchase requisitions to the budget manager for approval; submit purchase requisitions to the appropriate department for approval and / or processing

Knowledge and Abilities

KNOWLEDGE OF : Modern office practices, procedures and equipment Policies and objectives of assigned programs and activities Attendance policies, guidelines and procedures Record-keeping and report preparation techniques Telephone techniques and etiquette Correct English usage, grammar, spelling, punctuation and vocabulary Business letter and report writing, editing and proofreading Computer and assigned software Methods of collecting and organizing data and information Oral and written communication skills Interpersonal skills using tact, patience and professionalism Basic math Basic first aid and CPR techniques ABILITY TO : Plan, organize and coordinate a wide variety of administrative and other office functions and activities related to the administration of diverse programs and operations Answer telephones and greet the public professionally Assist in assuring smooth and efficient office operations Interpret, apply and explain applicable laws, codes, rules and regulations Maintain records and prepare reports Keyboard or input data at an acceptable rate of speed Operate a variety of office equipment including a computer and assigned software applications and systems Understand and follow oral and written directions Establish and maintain cooperative and effective working relationships with others Communicate effectively both orally and in writing Compose correspondence and written materials independently or from oral instructions Complete work with many interruptions Meet schedules and timelines Receive, sort and distribute mail Add, subtract, multiply and divide quickly and accurately Administer basic First aid and CPR as needed

Education, Experience and Other Requirements

EDUCATION AND EXPERIENCE : Any combination equivalent to : graduation from high school supplemented by college-level course work in business, secretarial science or related field and five years of increasingly responsible secretarial and clerical school office experience involving public contact LICENSES AND OTHER REQUIREMENTS : Valid First Aid and CPR certification issued by an authorized agency preferred Some incumbents in this classification may be required to speak, read and write in a designated second language

Working Conditions and Additional Information

ENVIRONMENT : Office environment Constant interruptions PHYSICAL DEMANDS : Dexterity of hands and fingers to operate a computer keyboard Hearing and speaking to exchange information in person and on the telephone Sitting or standing for extended periods of time Seeing to read a variety of materials Bending at the waist or kneeling to file or retrieve materials HAZARDS : Contact with dissatisfied or abusive individuals Exposure to blood-borne pathogens and infectious diseases Exposure to illness and contagious conditions (e.g., lice, chicken pox, flu) OTHER : Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment. EXAMINATION INFORMATION : The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed. The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience / education (T&E) and / or any combination thereof. ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test. All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment. All candidates must pass the first examination process to be invited to the next step / test in the process. As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes. Qualified candidates will be notified of the date, time, and place of the examination(s) / test(s). Candidates will be notified of the minimum pass points / test score for each examination and / or test in the examination process. OTHER : Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment. SALARIES : All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on satisfactory service.