Administrative Assistant to the Director of Instruction and Professional Developemnt
20 Hours per week
Purpose Statement
The job of Grade 3 Secretary reporting to Director- was established for the purpose/s of providing complex and confidential secretarial and administrative support to the school-site principal and other administrators as well as ongoing support for the broad array of services provided to students, parents, instructional and support employees; conveying information regarding school functions and procedures; ensuring the efficient operation of site administrative support functions; and coordinating assigned projects and site activities.
This job reports to the Principal or Assigned School Site Administrator.
Essential Functions
Assists students, parents, staff and visitors entering the school office for the purpose of providing information, resolving immediate issues, and/or directing to appropriate personnel for resolution.
Coordinates a wide variety of projects, functions and/or program components (e.g. orientation, open house, field trips, sporting events, assemblies, conferences, appointments, meetings, etc,) for the purpose of completing activities and/or delivering services in a timely fashion.
Maintains inventory of supplies and materials for the purpose of ensuring items availability.
Maintains manual and electronic documents files and records (e.g. budget data, financial records, monthly reconciliation of bank account, reports, student report cards, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
Oversees the work activities within the office for the purpose of organizing assignments, training staff, monitoring progress, and ensuring completion within established guidelines.
Prepares a variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. notices, correspondence, bulletins, reports, newsletter, handbooks, purchase orders, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
Presents information on administrative procedures (e.g. site policies, procedures, timelines, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.
Processes a wide variety of documents and materials (e.g. student enrollments and withdrawals, work orders, requisitions, incoming/outgoing mail, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for the assigned administrator.
Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities