Alternative School Administrative Assistant/Office Manager

Beginning September 3, 2024
ADMINISTRATIVE ASSISTANT/OFFICE MANAGER
General Statement of Job
Grade 61
10.5 Month Classified Position
Under general supervision, processes payroll, purchase orders, performs routine receptionist, clerical, and general office assistance duties. Work typically involves receiving and directing visitors while ensuring safety protocols are followed, answering and directing telephone calls, and responding to requests for general information. Employee is responsible for performing routine clerical tasks, including processing data with a variety of computer software, utilizing office equipment, screening and routing materials, and supporting the effective, efficient functioning of the school office. While instructions are given and most tasks are routine and repetitive in nature, the employee seeks guidance for unusual situations when general knowledge of operations does not allow application of judgment. Reports to the principal.
SPECIFIC DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
Payroll

• Prepares and maintains monthly payrolls for all school employees
• Maintains a daily attendance record for all employees
• Secures and assigns substitutes and maintains proper records for payroll
• Verifies leave balances annually
• Serves as a liaison between employees and payroll specialists to help answer payroll related questions

Clerical Tasks

• Assists school administrators as necessary; assists with scheduling activities and events; prepares letters, memos, and announcements as required
• Completes forms, permits, reports, tabulations, notices, or form letters with designated or routine information as needed
• Assists with maintaining files of various information including but not limited to documentation, correspondence, forms, reports and other materials
• Distributes intra-office and general delivery mail
• Operates a variety of office equipment

Receptionist Duties

• Greeting visitors, parents, volunteers, etc. and directing them to locations as needed
• Providing information regarding school operations and answering questions on routine matters, programs, procedures, and regulations
• Answering incoming telephone calls and routing them to the proper person; taking messages as needed
• Handling inquiries regarding routine matters and correspondence of a non-technical nature
• Supervises students who are waiting to see administrative staff
• Assists school nurse with student medications or minor health needs
• Contacts parents of students in a variety of circumstances

Other tasks as assigned by the supervisor
KNOWLEDGE, SKILLS AND ABILITIES

• General knowledge of the operations of the school and procedures to follow.
• General knowledge of the principles of organization and administration.
• General knowledge of arithmetic, correct spelling, grammar, and vocabulary usage.
• Some knowledge of basic computer operation.
• Ability to transcribe information and to prepare standardized forms, letters, and reports from that information.
• Ability to operate multi-line phone systems and common office equipment.
• Ability to sort and distribute documents.
• Ability to maintain basic files and accurate records.
• Ability to compile information and to develop simple reports.
• Ability to understand and follow oral and written instructions.
• Ability to type accurately at a moderate rate of speed.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.

MINIMUM TRAINING AND EXPERIENCE
High School diploma with some clerical experience and bookkeeping preferred; or an equivalent combination of experience and training.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be able to use a variety of automated office equipment such as computers, copiers, calculators, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Due to the amount of time spent standing and/or walking, physical requirements are consistent with those for Light Work.
Conceptual Awareness: Requires the ability to observe, compare, and contrast various people, data, or items.
Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from colleagues or supervisors.
Language Ability: Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc.
Intelligence: Requires the ability to rationalize and solve problems with a variety of variables, aligned with policies, procedures, and professional expectations; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.
Numerical Aptitude: Requires the ability to use mathematical operations and apply mathematical skills to solve work-related problems; including but not limited to adding, subtracting, and utilizing decimals and percentages.
Motor Coordination & Dexterity: Requires the ability to coordinate hands and eyes rapidly and accurately. Requires the ability to handle a variety of office machines, etc. Must have minimal levels of eye/hand/foot coordination.
Visual and Spatial Aptitude: Requires visual acuity to complete essential duties, including the ability to conceptualize visual representations, size, shape, and color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.
DISCLAIMER
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.