Administrative Assistant-School 2023/2024

Purpose Statement:
The job of Administrative Assistant - Principal is done for the purpose/s of supporting the principal's administrative functions; ensuring efficient operation of support functions; documenting and communicating information, coordinating projects and site activities; researching a variety of topics; and determining appropriate action/referral to achieve resolution.
Essential Functions

• Compiles data from a variety of sources (e.g. budget expenditures, purchase orders, daily absences, etc.) for the purpose of complying with financial, legal and/or administrative requirements.

• Coordinates a variety of programs and/or activities (e.g. campus key inventory; facilities use; unplanned substitute coverage; mail distribution, etc.) for the purpose of ensuring availability of facilities, and/or equipment and delivering services in conformance with established guidelines.

• Maintains documents, files and records (confidential and non-confidential) (e.g. personnel files, payroll, key logs, etc.) for the purpose of providing up-to-date reference and audit trail.

• Monitors assigned site activities and/or program components (e.g. budget, time sheets, requisitions, etc.) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.

• Orients new site personnel regarding appropriate school and district practices for the purpose of effectively assimilating new personnel into site operations.

• Oversees office staff, student workers, volunteers, etc. for the purpose of maximizing the efficiency of the workforce and meeting operational requirements.

• Prepares a wide variety of written materials (e.g. correspondence, newsletters, calendars, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.

• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, vendors, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

• Supports Principal and assigned site personnel for the purpose of providing assistance with their administrative functions.

Other Functions

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.

• Attends meetings and/or trainings for the purpose of conveying and/or gathering information required to perform functions.

Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple, non-technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job includes: concepts of grammar and punctuation; business telephone etiquette; common office machines and software; and office methods and practices
ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods.
Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize specific, job-related equipment. In working with others, independent problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups including high school age children; displaying tact and courtesy; maintaining confidentiality; working as part of a team; and working with frequent interruptions.
Responsibility
Responsibilities include: working under limited supervision following standardized practices and/or methods; directing other persons within a small work unit; and directing the use of budgeted funds within a work unit. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to impact the
Organization's services.
Working Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 50% sitting, 25% walking, and 25% standing. This job is performed in a generally clean and
healthy environment.
Experience Job related experience with increasing levels of responsibility is required.
Education Targeted job related education that meets organization's prerequisite requirements.
Required Testing Certificates & Licenses
None Specified None Specified
Continuing Educ. / TrainingClearances
None Specified Criminal Justice Fingerprint/Background Clearance
FLSA StatusApproval DateSalary Grade
Non Exempt Classified XIII