Administrative Support Professional

Administrative Support Professional (Including Head Clerk and Payroll)

The primary function of an Administrative Support Professional is to perform the duties as assigned by the Principal/Director/Assistant Superintendent to effectively manage the office and the functions of the particular office.

The essential duties and responsibilities listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The Administrative Support Professional will:

• Be proficient in the use of Microsoft Office Suite (Excel, Word, Power Point) and Google Suite (email, docs, sheets, etc.)
• Demonstrate the ability to communicate effectively, both orally and in writing, using proper grammar and vocabulary.
• Exhibit excellent integrity, character. and initiative.
• Demonstrate enthusiasm and interpersonal skills to relate well with students, staff, administration, parents and the community, including in difficult and emotional situations.
• Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school.
• Handle correspondence of the office including, but not limited to, responding to routine requests for information, transcribing, writing, and proofing letters and other correspondence.
• Act as a receptionist for the building or office, greeting visitors, answering telephone calls in a pleasant and efficient manner, and communicating effectively in all matters - routine, sensitive, and confidential.
• If applicable, register new students, secure appropriate student records. In addition, maintain confidential student records and transfer records for students moving to other schools.
• Maintain attendance data for each staff member, including absences, substitutes, and other required information. Prepare attendance reports and payroll data as required.
• Maintain a current school calendar of events and use of facilities.
• Make school-wide announcements as necessary.
• Create forms and compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal's or designee's responsibilities. Complete all required monthly and year end reports in a timely fashion.
• Order and maintain office supplies.
• Maintain inventories of books, materials, and equipment of the school.
• Recommend to the Principal or designee improvements needed in office procedures or operations. Communicate to the Principal or designee any unusual situations.
• Assist the Principal or designee and staff in handling interruptions and emergencies, calling for assistance when needed.
• Work cooperatively with staff in other offices with the completion of large or time sensitive projects or emergencies.
• Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming.
• Protect confidentiality of records and information about students and staff
• Perform other duties and responsibilities as assigned by the Principal or designee.

The Head Clerk is a designation for one clerk in a multi-clerk building or office, generally at the secondary level. In a single ASP office, these duties and responsibilities will be handled by the ASP.

In addition to sharing and serving as a back-up to the above responsibilities, the Head Clerk will also:

• Handle confidential correspondence and phone calls for the Principal.
• Schedule all appointments for the Principal.
• Assist with student registrations and withdrawals as needed.
• Maintain staff accident reports.
• Manage purchase orders and the building budget.
• Manage all aspects of substitute teacher services including coverage for teachers when a sub is not available.
• Be an active member of the All Hazards and Safety Team.
• Manage district email addresses for all staff members.
• Manage all staff evaluations to be filed and sent to Human Resources.
• Manage staff emergency contact information.
• Manage the office staff hours, sick, vacation, job duties, etc… Generate reports for Central Office.
• Maintain the Go Bag (red) for emergency evacuations.
• Sign-in visitors and question visitors to maintain school security.

In addition to sharing and serving as a back-up to the above responsibilities, the Payroll Clerk will also:

• Demonstrate proficiency with the MUNIS software.
• Demonstrate the ability to quickly and accurately transcribe data, balance data, and enter data into the payroll system.
• Demonstrate the ability to read and interpret contract language.
• Demonstrate the ability to perform moderately difficult mathematical calculations.
• Demonstrate the ability to work accurately and efficiently under strict timelines.
• Demonstrate the ability to communicate the calculations effectively to staff.
• Demonstrate the ability to calculate accruals and retroactive pay for staff.

Required Minimum Qualifications:

1. Prior experience as a secretary or clerk.
2. High School Diploma - Associates or Bachelors Preferred

ADA & Minimum Qualifications to Perform Essential Job Functions:

• Physical Requirements: Must be physically able to operate a variety of equipment including computers, copiers, adding machines, etc. Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body. Must be able to stand, crouch and bend over for a long period of time at intervals throughout the day.
• Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.
• Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.
• Language Ability: Requires the ability to read a variety of correspondence, reports, forms, newsletters, schedules, manuals, invoices, requisitions, menus, recipes, journals, etc. Requires the ability to prepare correspondence, reports, forms, evaluations, procedures, charts, surveys, articles, bid specifications, brochures, news releases, handbooks, budgets, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.
• Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables.
• Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including medical, legal, accounting and marketing terminology.
• Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; and to apply the principles of algebra and geometry.
• Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
• Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.
• Manual Dexterity: Requires the ability to handle a variety of items such as office equipment and hand tools. Must have minimal levels of eye/hand/foot coordination.
• Interpersonal: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with emergency situations.
• Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via telephone