Administrative Associate

2 weeks ago

Indianapolis, United States Indianapolis Public Schools Full time
SUMMARY

Provide administrative support to school Principal and/or administration. Duties include general clerical, receptionist and project based work. Project a professional image through in-person and phone interaction.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential Duties and Responsibilities include the following. Other duties may be assigned.
  • Perform administrative duties such as reception and clerical responsibilities in an invitational and professional manner; answer telephone to provide information, take messages, transfer calls and greet visitors to determine the nature of business and directs visitors to appropriate destination.
  • Maintain Principal's calendar including scheduling meetings and conferences and events.
  • Prepare and edit correspondence, communications, presentations and other documents.
  • Monitor, respond to and distribute incoming communications including informational flyers, newsletters, notices, staff memos, and other written material.
  • Compile data for purpose of meeting school, district, state and federal requirements for financial, legal and/or administrative purposes; data collected may include Title I data, attendance, payroll, personnel records, sports details, work requests, and student information; maintain information in a confidential and secure manner.
  • Facilitate the student enrollment process and assures all required documents are submitted; request records from previous schools as necessary.
  • Maintain accurate records for administering student medication; dispenses daily medication; provides basic first aid.
  • Order, receive, store and distribute supplies.
  • Maintain detailed filing systems.
  • Identifies and reports matters that may effective efficient operation of the office.
  • Check IPS Sub System daily for absences and substitutes.
  • Must be present at work.


COMPETENCIES

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Customer Service - Demonstrates Invitational Practices; Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions.

Diversity - Shows respect and sensitivity for cultural differences.

Ethics - Treats people with respect; Maintains strictest confidentiality; Works with integrity and ethically; Upholds organizational values.

Interpersonal - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Judgment - Exhibits sound and accurate judgment.

Planning/Organizing - Prioritizes and plans work activities.

Professionalism - Approaches others in a tactful manner.

Safety and Security - Observes safety and security procedures.

Team Work - Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Supports everyone's efforts to succeed; Recognizes accomplishments of other team members.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar.

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School diploma required; Associates degree or higher preferred. Candidates must have a minimum of three to five years successful experience in administrative support role. Ability to work with various software programs, including by not limited to Microsoft Office.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos in English. Ability to write simple correspondence in English. Ability to effectively present information in one-on-one and small group situations to students, parents, and other employees of IPS

MATHEMATICAL SKILLS

The individual must have the ability to add, subtract, multiply and divide in all units of measure and the ability to interpret graphs and charts.

REASONING ABILITY

The individual must have the ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions and the ability to deal with problems involving a few concrete variables in standardized situations.

CERFIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must occasionally lift and/or move up to 10-20 pounds. Specific vision abilities required by this job include Close vision, Distance vision and Peripheral vision. While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand, walk and stoop, kneel, crouch, or crawl.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

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