Administrative Assistant

2 weeks ago

Hebron, United States Hebron Board of Education Full time

POSTING DATE: April 29, 2024

ANTICIPATED POSITION: 1.0 Administrative Assistant - Hebron Elementary School

HOURLY RATE: $22.40 - $24.46 - (based on the UPSEU 2023-2024 contract)

APPLICATION DEADLINE: May 13, 2024

The Hebron Board of Education is seeking an Administrative Assistant for the Hebron Elementary school for the 2023-2024 school year.

**Classification**: Non
- Certified / 12 Months

**Position Summary**:
Performs varied administrative assistant and clerical office support work of a responsible and confidential nature under the direction of the administration; assists in organization and administration of school activities, programs and operations as assigned; interacts with students; teachers and other school staff; parents/guardians/central office and the public; knowledge of Board of Education and District policies and procedures.

**Supervisor/Evaluation**:
The administrative assistant works under the direction and supervision of the building administration.

**Duties & Responsibilities**:

- Plan and organize work according to established or standard district office procedures
- Establish task priorities within work assignment; ability to meet deadlines
- Organize and assemble material; compile data; establish and maintain confidential information as directed; record and file documents
- Word process reports, letters, forms and routine correspondence; copy and distribute such documents as student and staff records, student referral forms, lists, purchase orders and other reports as required
- Receive and follow verbal or written instructions from building administration as to priority of directives
- Answer telephone, take messages, direct callers or visitors and answer procedural questions based on knowledge of Board of Education and district policies, regulations and practices
- Screen and greet parents/guardians, students or visitors to ascertain nature of business; direct parents/guardians/students or visitors to appropriate school or district staff
- Demonstrate thorough knowledge relative to school and district safety and security practices and protocols; assist administrators and Central Office staff as directed
- Establish task priorities within work assignments, demonstrating initiative; sound judgement and effective problem-solving skills; ability to work independently with mínimal direction
- Assist in the monitoring of school line item accounts as appropriate; maintains ledgers and balance accounts
- Coordinate appointments and usage of building spaces by approved outside groups, per Board of Education and district policy and practice
- Order supplies, prepare and record purchase orders, payment vouchers and receiving reports as appropriate
- Follow up with vendors regarding partial or delayed purchase orders
- Serve as primary contact for new student enrollment; enter and maintain accurate and current student census information in school and district data base
- Maintain inventory of office supplies and initiate re-orders as needed
- Organize materials for publication such as school schedules, catalogues and/or brochures/pamphlets or on-line information as directed
- Schedule student or staff meetings, including PPT and/or Section 504 meetings
- Record and provide information regarding daily student and staff absences; distribute appropriate reports documenting student and staff absences
- Assist in substitute coverage process as appropriate to ensure that certified and non-certified staff absences are filled with appropriate substitute staff
- Assist administration and Central Office staff to ensure implementation of all student school transportation procedures and tasks associated with student field trips
- Process variety of student information, including student records, specific files, PPS data, library/media information, transportation lists, etc.
- Establish and maintain accurate filing system
- Assist other administrative assistant staff as necessary to provide coverage
- Maintain friendly and professional demeanor with students, school and district staff, parents/guardians, central office and the public
- Provide needed support to students, including supervise when necessary
- Organize, manage, and communicate dismissal information
- Process DCF Background checks for volunteers, communicate results to teachers
- Collaborate and assist colleagues and community organizations (AHM, PREP, PTA)
- Perform other duties and responsibilities as may be assigned by the building administrators

**Skills, Knowledge and Abilities**:

- KNOWLEDGE: to satisfactorily perform the functions of the job includes: business telephone etiquette; concepts of grammar and punctuation; satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; multitasking; meeting deadlines and schedules; working with frequent interruptions; setting priorities; working as part of a team; making independent decisions.
- ABILITY: to schedule a number

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