Administrative Assistant

Job Title: Administrative Assistant

Department: Department/School Based

Pay Grade: Clerical Salary Scale C13

Work Calendars: Service 12 Month Staff

FLSA Status: Non-Exempt

GENERAL PURPOSE

Working with all staff within the Assigned School or Department, the Administrative Assistant will perform general clerical duties to support school/department operations. Successful candidates will demonstrate strong attention to detail in record keeping and written communication and the ability to work well with colleagues and the public.

MAIN JOB TASKS AND RESPONSIBILITIES

Support effective communications

• Prepare, type, print, and distribute a variety of written materials through established communication systems (e.g., newsletters, emails, websites)
• Draft written communications from rough drafts, outlines, meeting notes, or verbal instructions
• Providing copy-editing and other quality check support to colleagues
• Maintain accurate, accessible archives of all communications
• Develop and maintain contact databases as required

Manage public inquiries with strong customer service

• Welcome and screen visitors and callers
• Identifies needs of visitors and callers, addresses questions directly when possible, and triages requests to appropriate colleague

Support and demonstrate core values of SCPS

• Engage in ongoing professional development relevant to position.
• Respond promptly and thoroughly to written and oral requests for information.
• Maintain a clean, neat appearance, appropriate to position.
• Maintain a record of appropriate attendance and punctuality.
• Serve as an optimal role model for students, colleagues, and the general public.
• Work in close harmony with colleagues, supervisors, and co-workers.
• Comply with all District and School policies and regulations, including but not limited to guidelines for confidentiality.
• Perform other related duties as required/assigned.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required; coursework or certifications related to clerical duties preferred.
• Two (2) years of professional experience required; prior experience in clerical roles preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge
  • Appropriate professional English grammar, usage, spelling, punctuation, and publication
• Skills
  • Use of Microsoft Office, especially Word, Excel, and PowerPoint
  • Use of Google Drive, including Docs, Sheets, Slides, and Forms
• Abilities
  • Deliver effective written and verbal communication
  • Manage time and tasks effectively
  • Consistently implement SCPS policies, regulations, and procedures relevant to office operations
  • Work cooperatively in a team environment to meet goals
  • Organize and perform work independently
  • Work on multiple projects while meeting all deadlines
  • Show sustained effort and enthusiasm in quality and quantity of work

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Work environment is inside, with moderate noise, temperatures that are controlled, and no exposure to chemicals or other negative air quality elements.
• The work is light work, requiring exertion of up to 20 pounds of force to move or lift objects.
• The following physical and mental abilities are representative of those expected to complete the essential functions of the job:
  • Standing for prolonged periods
  • Sitting for prolonged periods
  • Repetitive motions with the hands, wrists, or fingers
  • Ability to feel, grasp, or hold objects by hand
  • Discernment of colors visually
  • Discernment of letters or numbers
  • Understanding and communicating in spoken language
  • Understanding and communicating in written language
  • Perception of sounds
  • Making decisions using logic and rational thinking

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations shall be made, as required by law, to enable individuals with disabilities to perform the primary job functions herein described.

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties, just as though they were actually written out in this job description.