Address
Form of workJob Description
HILLSBOROUGH CITY SCHOOL DISTRICT
JOB DESCRIPTION
Administrative Assistant II (6-8)
General Description: The Administrative Assistant serves the principal and under their direction, manages the school office. This individual carries out a wide variety of clerical tasks and takes responsibility for other duties without direct supervision.
Essential Functions
Performs clerical work independently, prioritizing work on a daily basis, making independent decisions.
1. Compose/transcribe correspondence, bulletins, memorandums, and other school-related material using a computer.
2. Enroll students (distributes packets to parents, verifies information, establishes file, files documents), transfers students, maintains personal emergency cards, and updates files.
3. Greet visitors to the school, determine nature of business and advise procedures.
4. Answer questions or impart information regarding policy and procedures for teachers, parents, and students.
5. Compile attendance records.
6. Receive incoming phone calls and provide assistance, record messages, or transfer calls.
7. Assist in financial record keeping by typing purchase order, verifying receipt, and distribution of materials.
8. Maintain individual teacher budgets.
9. Update weekly calendar of events and types, collates, and distributes weekly newsletter.
10. Administer first aid; send notices for contagious diseases or health problems.
11. Sort and distribute mail.
12. Accountable for order, storage, and inventory of school supplies.
13. Operate a variety of office equipment per request.
Tools/Equipment
Computer, printer, photocopier, calculator, office supplies, telephone, digital calendar, binders, files, and facsimile machine.
Physical Demands
The tasks related to this job require continuous sitting for long periods of time preparing reports, talking on the telephone, filing, and preparing forms. Some time is spent walking, standing, lifting to 10 pounds, and stretching or reaching. At times bending is required to administer to children or moving supplies. Eye/hand coordination is essential, as well as finger/wrist dexterity.
Hearing, Vision, Speech and Language Processing
Close proximity hearing and clarity of vision near and far with various distance focus/refocus ability are necessary for these tasks. This job requires an articulate communicator for so many of the tasks involve direct conversation with co-workers, staff, parents, and the public. They must comprehend visual and auditory input given by others. Short and long term memory recall ability is required in all tasks, as well as reading, writing, and calculating skills. This person must be a tactful and efficient worker with all whom they comes in contact with.
Human Relations Characteristics
The Administrative Assistant often works alone and independently on tasks. Interaction with staff, parents, and students occur continuously, so a tactful, positive attitude of cooperation must be presented. The secretary needs to accept supervisory authority and be a team worker. They must be able to be an independent decision maker in this job. There are many chances for problem solving on all essential tasks because the office is where most school communications occur.
Environmental Conditions
The geographic area has temperate climatic conditions, extremes are rare. Tasks are performed indoors in a climatically controlled environment. Noise is at an acceptable level for school situations. Rarely are vibrations from earthquakes felt and there are no hazards or polluted atmospheric conditions noted.
Temperaments
These tasks require working alone, doing some repetitive work and performing a variety of tasks efficiently. The position demands someone who can change tasks often without loss of efficiency or composure. Reasonable accommodations may be made to enable individuals with disabilities to perform the above-stated essential functions.
