Receptionist/Administrative Assistant

Position Purpose
The position is responsible for providing secretarial and administrative support to the Administration; communicating information to students, parents, staff, and/or other districts; supporting the broad array of services provided to students, parents, instructional and support employees; and securing substitutes for teachers and managing the substitute list.


Essential Functions:

• Routinely interacts with the public, staff, and students in situations which require professionalism, discretion and courtesy
• Serves as substitute coordinator for the building contacting substitutes for all teachers and classified staff as required
• Maintains a substitute database and file on available and approved substitute teachers
• Provides orientation for substitute teachers about the School and classroom
• Maintain records for each substitute that will include, at minimum, attendance logs and feedback regarding his/her work performance
• Provides a daily report on teacher/paraprofessional absenteeism and substitutes to the Business Office at the end of each pay period
• Checks and maintains daily attendance
• Answers phones, takes messages, schedules appointments/meetings, makes room arrangements, etc.
• Performs a wide variety of clerical duties, including but not limited to typing and preparing letters, reports, purchase orders, and other materials
• Creates/maintains clear and accurate student records
• Maintains proficiency in using PowerSchool software and Instant Alert building call-out system
• Enters information in the Instant Alert system
• Maintains documents, files and records
• Assists with student registration duties
• Attends and participates in assigned meetings and trainings; prepares minutes from notes as required
• Maintains Substitute Folders, informing the Principal of teacher who have not submitted folders or whose folders are out of date
• Supports the Assistant Principal with 8th Grade activities, including the collection and recording of moneys, correspondence and labels
• Assists in processing registration and bulk mailing
• Coordinates key distribution and collection
• Performs cross-training on tasks as needed
• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information and facilitating communication among parties
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions
• Appropriately maintains and secures confidential records and inquiries
• Facilitates purchase orders/payment requests as needed
• Complies with applicable District, state, local and federal laws, rules and regulations
• Attends work regularly
• Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment in the building
• Perform all other duties as assigned by supervisor

Qualifications

• High school diploma; two years of college preferred
• A minimum of two years of relevant secretarial experience, preferably in a school setting; Proficiency with PowerSchool preferred
• Exhibits professionalism in dealing with various constituencies � employees, parents, students and others
• Ability to communicate effectively, verbally and in writing, with students, parents, staff, and community members in a courteous and professional manner
• Ability to work effectively under pressure and demonstrate problem-solving skills, while maintaining courtesy, professionalism, and a customer service attitude
• Ability to work independently and efficiently with minimal oversight in a deadline-driven environment
• Ability to maintain confidentiality
• Strong computer skills
• Bilingual (English/Spanish) a plus

Terms of Employment

• 220-day work year
• The work hours for this position are 8:00 am to 4:30 pm
• Salary and work year to be established by the Board of Education

Compensation

$20-22/Hr

Evaluation
Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of support staff.

Physical demands: While performing duties of job, employees are occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; talk and hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: The noise level in the work environment is usually minimal.

Job description subject to approval/change.