Administrative Assistant - School Year Only

School Administrative Assistant

Under the direct supervision of the principal and assistant principal, and as assigned by the School Executive Secretary, to provide clerical, secretarial and administrative assistance to school administrators at Carl J. Lamb, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions:

• Welcomes all visitors upon arrival warmly, professionally, and maintains a clean, organized welcoming front and back office.
• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
• Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepares purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Assists visitors to the office, including students, parents, substitutes teachers, and others, while maintaining school safety and order.
• Answers telephone calls, and provide information and assistance to callers with proper etiquette, professionalism, and tactfully manages sensitive information.
• Distributes incoming mail appropriately; sends outgoing mail.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction clearly, efficiently, and effectively.
• Covers for nursing duties when the nurse is out, cover for the other admin asst. when out, pass on urgent information that needs to be tended to upon your absence, and cover duties or classrooms periodically if no other coverage can be secured.

Additional Duties:

• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Equipment:

• Uses standard office equipment such as personal computer, copy machine, fax machine, telephone, intercom, laminator, and walkie talkies.

Travel Requirements:

• Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities:

• Ability to describe problems and work orally or in writing to supervisor as required, including utilizing interpreting resources (Language Line, Reach My Teach, and Google Translate).
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail, Google Suite).
• Ability to problem solve job-related issues.
• Ability to work respectfully with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures in a timely manner.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills, maintain clean and organized welcoming atmosphere in the front and back office.
• Knowledge of office management procedures.
• Excellent attendance is very important.

Physical and Mental Demands, Work Hazards:

• Works in standard office and school building environments.

Qualification Profile:

• Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to: Graduation from high school. Some Shorthand or speed writing skills desirable. Successful experience with office management preferred.

FLSA Status: Non-exempt