Administrative Assistant High School/Middle School Building

Summary Description of Position:  Under general supervision, performs general office work in a school.  The work consists of varied general office duties involving skilled operation of office equipment, standard office procedures and respectful contacts with students, parents, and others.  Workers maintain and report attendance, type reports, receive money, answer phones, take messages, process staff leave slips, find substitutes, and maintain student files.  The work requires the ability to acquire Google and Infinite Campus skills.  

Knowledge, Skills, and Abilities:  This position requires a commitment to students, knowledge of job, and professionalism.  Quality interpersonal, communication, organizational, and problem solving skills are required.  Ability to make decisions in accordance with established policies and procedures as they apply to daily tasks.  Ability to maintain clerical records and prepare routine reports from such records.  Ability to maintain good relationships with students, staff, and the general public.  Ability to communicate effectively with staff, parents, students, members of the community, and others.  Skill in the operation of a computer to perform data system tasks.  Good human relations skills.  Computer skills including Google, Infinite Campus, Word and Excel programs. 

Education, Training, and Experience:  Graduation from high school and experience in performing general clerical work of a progressively responsible nature.  Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.  

Certificate and License Requirements:  None

Physical Demands:  Sustained operation of keyboard devices.  

Overtime Eligible:  Yes

Duties and Responsibilities:  

Performs various general office duties involving skilled operation of office equipment and standard office procedures.

Initial positive point of contact with students, community, visitors, parents, staff and others.

Maintains and reports attendance and all attendance records and reports them to principal, answers phones and takes messages, screens calls, resolves problems, runs photocopies and assembles materials and maintains files.

Receives records from other schools for new students and relocated students.

Keeps student record files up to date.

Withdraws students’ records and forwards them to new schools.

Assists teachers and students in requests for information or supplies.

Act as attendance secretary:  Check students in & out of Infinite Campus. Includes: referrals, chronic absenteeism, attendance slips.

Makes telephone calls to parents concerning student related matters, for teachers and the principal at their request.

Provides back-up for the nurses’ office. Include medications, basic first aid to students and communication/reports if needed.

Back up to the Data Coordinator. This includes basic data entry or reports.

Operates and maintains all office equipment.  

Receives, sorts and distributes US Mail and inter office mail.

Receives money and applies payments into Infinite Campus for student fees and lunch.

Helps distribute supplies.

Maintains files for newsletter, memorandums, bulletins, and does the daily announcements.

Operates the digital sign on the highway.

Uses the computer to create and share announcements, special bulletins, test materials, duty schedules & menus.

Creates and posts announcements on social media.

Operates standard copy machines in connection with the publication and distribution of a variety of typed materials.

Assists Activities Director with clerical tasks at their request.

Finds all substitutes and informs subs of school procedures, transmitting lesson plans and instructional materials as well as attendance sheets.

Assists in duties required to schedule field trips.

Oversees financial matters involving student activities such as sale of athletic event tickets, photographs, trip tickets, and T-shirts.

Files IEP & student information into cumulative folders.

Applies fees to student and activity accounts and makes bank deposits.

Accounts for and deposits pop machine proceeds. 

Processes all staff leave slips which includes adding to shared calendar, forwarding to principal for approval, and finding subs to fill absences.

Communicates the honor roll with the newspaper.

Runs attendance letters as appropriate, have principal sign, then mail and file a copy in student records.

Send the attendance dialer daily home to families.

Assist the principal with clerical, record keeping, and any other duties as requested.

Perform related duties as required or assigned.