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Administrative Assistant: Educational Institution
2 months ago
Position Title:
Secretary: School II
JOB OVERVIEW
This role serves as the administrative support to the principal, executing essential clerical, secretarial, and public relations tasks within an educational setting.
The position entails providing assistance to the principal by managing various administrative responsibilities, effectively interacting with parents and visitors, and overseeing a range of clerical functions to ensure the smooth operation of the school office.
Individuals in this role are expected to demonstrate significant initiative, judgment, and decision-making skills when handling administrative matters, addressing inquiries, and engaging in public relations activities.
This position may involve supervising and coordinating the efforts of other clerical staff as necessary. Bilingual capabilities may be required based on specific assignments.KEY RESPONSIBILITIES
Act as the primary secretary and office aide to the school principal, managing numerous administrative tasks as delegated.
Welcome and assess visitors and phone calls, determining the nature of their inquiries and addressing routine matters accordingly. Keep the principal updated on significant developments during their absence.
Maintain the principal's schedule, coordinating appointments and parent-teacher meetings while resolving any conflicts that arise. Provide reminders and ensure all necessary arrangements are made.
Communicate messages, instructions, and procedures from the principal to staff with professionalism and authority.
Organize and maintain files, records, and indexes in alignment with the principal's work. Prepare referrals and establish confidential files as necessary, proactively adapting systems to meet evolving needs.Manage incoming and outgoing correspondence, addressing routine matters.
Oversee bookkeeping and banking transactions as well as related financial activities.
Facilitate the registration of new students, preparing cumulative folders and completing necessary documentation.
Process student transfers and withdrawals, ensuring all relevant paperwork is completed.
Maintain employee attendance records and payroll documentation, verifying overtime and leave requests.
Coordinate substitute arrangements as needed, keeping an updated list of available substitutes.
Organize after-school facility usage, completing request forms and submitting monthly reports.
In the absence of the Health Aide, provide first aid and communicate with parents regarding student health issues.
Plan and arrange field trips.
Compile and submit required reports, including attendance, financial summaries, and other documentation as directed.
Draft various communications, including correspondence, requisitions, memoranda, and school bulletins.Supervise and coordinate the work of other clerical staff as needed, fostering a collaborative office environment.
Utilize standard office equipment and manage inventory of supplies, ensuring timely ordering and distribution.
Maintain positive public relations with parents, students, and community members while representing the principal.
Attend school meetings, documenting minutes and distributing them accordingly.
Perform additional related duties as assigned within the same classification or lower.
MINIMUM REQUIREMENTS
To excel in this position, candidates must successfully fulfill each essential duty. The qualifications outlined below represent the necessary knowledge, skills, and abilities required. Reasonable accommodations may be made for individuals with disabilities.
Education
A High School Diploma or equivalent is required.
Completion of some college-level courses in specialized secretarial and/or business administration, including office procedures, bookkeeping, and typing is preferred.
ExperienceA minimum of three (3) years of progressively responsible secretarial experience is required;
Two (2) years of which should be related to school operations or
an equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the duties of the position.
Knowledge, Skills, Abilities, and Other CharacteristicsAbility to type at least forty (40) words per minute.
Proficiency in using personal computers, including word processing, spreadsheets, and database management.
Thorough understanding of office practices, business English, spelling, bookkeeping, and commercial arithmetic.
Capability to train and supervise other clerical staff and student assistants.
Ability to interact with courtesy, tact, and diplomacy with students, parents, and the public.
Comprehensive knowledge of educational policies and procedures.
Ability to exercise independent judgment in applying school policies.
Capacity to maintain confidentiality regarding sensitive information.
Language Requirements
Bilingual/Biliterate skills may be required for specific assignments.
Licenses and Certifications
Must maintain active licenses and certifications as a condition of employment.
Eligibility for Notary Public certification is required.
PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions outlined 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 for individuals with disabilities.Physical Demands
Standing:
Walking:
Sitting:
Keyboarding:
Talking:
Hearing:
As required by the duties of the position.
Vision
No special vision requirements are necessary.
Work EnvironmentOffice, school, or similar indoor environment:
Weight & Force
Lifting and carrying requirements
Up to 20 pounds:
Travel Requirements
N/A
