High School Administrative Assistant

Position Type:
Secretarial/Clerical
Date Posted:
3/12/2024
Location:
Shawnee High School
(High-Needs School)
Job Description
SHAWNEE PUBLIC SCHOOLS
Job Title: High School Administrative Assistant
Reports To: Principal and Assistant Principal
Site: Shawnee High School
Qualifications
Credentials: None
Education: High school diploma and specialized vocational experience in or after High School in computers, bookkeeping and basic office skills.
Training or Experience Required: 2-3 years of secretarial experience. Minimum of 1 year with computer experience using word processing, databases, and spreadsheets. Minimum of 1 year working in a school system is preferred.
Job Summary: Performs skilled level secretarial duties under limited supervision to assist the Principal in the efficient functioning of the school. Works with parents, children, faculty, and other schools and departments. Is responsible for assisting the Principal with all clerical and minor administrative details so he/she can work more efficiently and effectively. Follows generally standardized operating policies and procedures. On occasion will have to interpret policies and procedures.
Knowledge, Skills and Abilities:

1. Communication Skills (oral, written, or business): Basic communication skills to exchange information, give/receive simple instructions and respond to inquiries; includes filling out forms.
2. Knowledge of grammatical structure, vocabulary for preparing correspondence from rough draft or proofing of completed material. Communicates on the phone in clear, grammatically correct English. May train and direct parents, students, and volunteers. May compose correspondence when needed for Principals.
3. Data Recording/Record Keeping: Performs data recording/record keeping operations determining what changes need to be made to existing records, including computerized records.
4. Mathematical Skills: Performs routine computations requiring a knowledge of addition, subtraction, multiplication and division using whole numbers, fractions, decimals and/or percentages.
5. Reading and Interpreting: Reads and interprets routine written or printed materials such as charts, diagrams, maps or instruction material.
6. Business Machines (like computers, copiers, etc.): Uses and maintains business machines that can be easily learned from simple manuals or simple verbal instructions. Such machines include but are not limited to photocopiers, microfiche readers, CRT/computers, calculators and multi-line telephone consoles. In addition, uses more complicated software programs consisting of word processing, spreadsheets and mainframe applications.
7. Office Filing and Retrieving: Responsible for establishing and/or maintaining an existing filing system.
8. Spelling Skills: Spells correctly and proofreads work of others concerning spelling and grammatical structure.
9. Contact with Others: Has regular contact by telephone or in-person with the public to determine actual information needed. Expected to try and resolve parental complaints but if not able to do so, will refer the caller to the principal.

Essential Job Functions (Performance Responsibilities):

1. Effectively manages all communications between students, parents, school personnel, and other staff. Types on computer, word processor, or typewriter from rough draft or from other transcription devices. Such reports/communication includes letters, memos, evaluations, reports, etc.
2. Compiles and prepares/composes documents, reports and communications. Such reports include but are not limited to student and staff attendance, lunch count, lunch records, attendance records, state reports, office correspondence, purchase orders, honor rolls, etc. Maintains attendance and registrar functions.
3. Maintains ledgers for activity accounts and other monies. Receives, receipts and deposits monies.
4. Handles registrar's functions including enrolling or transferring students, supervising the preparation and transmittal of transcripts and other official documents relating to students; etc. Prepares report cards and school honor roll and awards. Keeps all student information updated in the computer.
5. May assist with basic first aid in the care of minor injuries, etc. calling parents for ill/injured students and other reports/records.
6. Adheres to universal precautions as established by District's Bloodborne Pathogen regulation.
7. May be authorized as building designee to administer medication to students according to District policy which includes accurate and timely recording on medication log.
8. Receives visitors, handles telephone calls, and provides assistance or technical information concerning policies, procedures, and other details. Takes and delivers messages. Assists in opening and distributing mail.
9. May assist with getting substitutes; providing orientation, and handling paychecks. Prepares timesheets and payroll and may be required to input data into manual or electronic records.
10. Assists with inventory, preparation of requisition, purchasing of supplies, non-complex bookkeeping activities, preparation of necessary accounting/purchase order reports. Prepares work orders.
11. Responsible for keeping an adequate supply of stock materials for staff use, including assurance that Bloodborne Pathogen cabinets adequately stocked at all times.
12. May operate two-way radio and intercom to dispatch information.
13. Organizes and maintains various files including student, confidential and tickler files.
14. Schedules meetings and conferences and makes sure all information and arrangements are completed.
15. Operates modern office equipment including computer. Must have knowledge of word processing and spreadsheet software applications as required. Experience with Word preferred.
16. Handles travel arrangements, appointments, and schedules. Prepares travel and expense reports as necessary.
17. May assist teachers in preparing instructional materials as requested. Also prepares school-related information for parents.
18. Assists teachers with removal and supervision of children in the office.
19. May perform other secretarial duties such as calling buses; issuing bus passes; maintaining attendance logs of staff and substitutes; coordinating homework assignments for absent students, assisting in tornado and fire drills, and other duties as assigned.

Other Performance Measures:

1. Good customer service/people skills required to resolve problems and provide information as requested.
2. Follows safety guidelines and policies to reduce accident, injury or further illness to students.
3. Requires following school dress standards, proper attendance or leave policies, and other work-habits concerns.
4. Creativity, initiative, and effective problem solving are important to the success of the position.
5. Must be able to cooperate with other staff members and have a positive attitude towards staff, students, and the public to enhance educational goals.

Supervision exercised: May supervise other clerical employees or Office Aides and/or perform backup for those duties as required.
Complies with the District's Mission Statement in which students are to be provided with skills, knowledge and attitudes to become lifelong learners, complex thinkers, and responsible citizens in an ever-changing global society.
Physical/Mental Requirements and Working Conditions:

1. Employee must have the dexterity to operate keyboards, computers, copy machines, and other office/instructional machines.
2. Must be able to supervise students.
3. Must be able to communicate with student and parents.
4. Must be able to get around the classroom, media center, cafeteria, campus, etc.
5. Must be able to assist students with normal activities.
6. Able to communicate on the telephone.
7. Able to get around the various sites.
8. Able to perform playground, lunch, bus and related duties.
9. Ability to handle sick/injured students.
10. Must be able to communicate on the radio and telephone.
11. Must be able to follow health and safety guidelines.

Terms of Employment: Salary and benefits shall be paid consistent with the District's approved compensation plan. Length of the work year and hours of employment shall be those established by the District. (remainder of 196 day contract)
Evaluation: Performance of this job will be evaluated in accordance with provisions of the Shawnee Board Policy on evaluation of personnel.
FLSA Status: Non-Exempt
Revised: March 9, 2020