Position Title: School Administrative Assistant
Classification: Hourly
Immediate Supervisor: School Principal
Position Overview:
The position of the Administrative Assistant is to perform a high level of secretarial skills and functions using independent
judgment under light supervision or direction. This position requires in depth knowledge of school site operations,
administrative procedures and knowledge of district policies, programs and organizational structures. The School
Administrative Assistant performs confidential secretarial and clerical responsibilities necessary for running efficient and
effective operations by overseeing and coordinating the workflow and activities of the front office. The School
Administrative Assistant may direct and coordinate the work of others.
Essential Duties and Job Responsibilities
1. Greet visitors to the school campus, answer inquiries and provide direction to the appropriate source of information.
2. Prepare and process official school correspondence for the School Principal including word processing from rough or
final draft form.
3. Maintain a file of records of school staff employees including time sheets that are collected, authorized and forwarded to
payroll in a timely manner.
4. Prepare requests for Personnel Action Forms (PAR’s) reflecting any request or change in employment or benefit status.
5. Record and forward reports of staff absences and requests for substitutes.
6. Assist in the preparation for the arrival of substitute teachers providing sub folders, school map, schedule and keys.
7. Assist the School Principal in accessing requested data and information using computer database systems, spreadsheets
and/or other management information.
8. Order supplies, materials and equipment for the school.
9. Maintain records of purchases and follow-up on delinquent orders.
10. Maintain office equipment by ordering supplies and calling for repairs.
11. Open, sort and distribute mail to School Principal and staff.
12. Provide the registrar and/or school nurse with assistance for situations requiring immediate attention.
13. Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility and an effective work ethic.
14. Protect confidentiality of records and information about students and staff and use discretion when sharing any such information within legal confines.
15. Direct and coordinate the work of office personnel to meet established timelines.
16. Takes and/or transcribes dictation of letters, memoranda and other documents.
17. Act as the receptionist for the School Principal by screening visitors and phone calls.
18. Maintain confidential files and appointment schedule for the School Principal by setting up and arranging meetings and conferences.
19. Act as a resource to teachers, students, parents and the general public regarding general and specific information on the policies, procedures and activities.
20. Maintain routine bookkeeping records, transferring and depositing monies as necessary.
21. Attend various meetings in order to take notes and prepare minutes.
22. Maintain inventory and control system of school keys.
23. Distribute materials and information to staff and student ensuring a timely response.
24. Perform any duties and responsibilities that are within the scope of employment, as assigned by the School Principal
and/or District Administration.
Education
• High school diploma or GED
• Associate’s Degree or college course
• Any equivalent combination of education, training or experience
Licenses or Certifications
• A valid IVP Fingerprint Clearance Card
• Possession of a valid Arizona Driver’s License
Experience
• Three-years related office experience within a school office or a position involving a substantial public contact.
Skills/Knowledge/Abilities
• High level of English proficiency for preparation of written correspondence including skills in spelling, punctuation and grammar.
• Demonstrate appropriate telephone etiquette.
• Bilingual, English and Spanish.
• Ability to use Microsoft Word, software applications and Synergy system.
• Ability to work with detail and a high degree of accuracy.
• Demonstrated ability to use independent judgment to set priorities and make decisions.
• Ability to use discretion in handling confidential information.
• Exhibit a personality that demonstrates enthusiasm and interpersonal skills to relate well with students, staff, administration, parents and the community, including difficult and emotional situations.
• Ability to understand and apply successfully a variety of complex directions to specific situations.
• Ability to train, direct and coordinate the work of others.
• Ability to analyze situations and take appropriate action in a variety of procedural matters independently without immediate supervision.
• Ability to prioritize and coordinate workflow and timelines for self and others.
• Ability to establish and maintain effective work relationships with all school personnel employees.
Working Environment
• The working environment is a normal school office setting.
Terms of Employment
• Eleven-months, At-Will, hourly; benefits in accordance with Governing Board policies.
Evaluation
• Performance to be evaluated in accordance with Governing Board policy on evaluation of classified staff.
District Expectations
• Demonstrate regular and predictable attendance. Physical presence is expected as part of a reliable and predictable pattern of attendance.
• Support the district’s vision, mission, goals and Strategic Plan.
• Engage in civility, respect and professionalism.
• Maintain the professional knowledge and skills necessary to perform the essential duties and responsibilities of their position.
Our Mission
Preparing Students for College and Advanced Careers Through Rigorous STEM2 Academic Programs
Our Vision
To create a high caliber and rigorous private school education within a public school setting |