Administrative Support Specialist
2 weeks ago
Primary Purpose:
Under the guidance of an Assistant Principal, this role provides essential administrative assistance that encompasses various interrelated functions and teams. The position involves performing intricate secretarial and administrative tasks, which include but are not limited to reception duties, document transcription, project and program support, management of filing and retrieval systems, maintenance of confidential student records, and basic record keeping.
Qualifications:
Education/Certification:
A high school diploma or equivalent is typically required, along with three years of progressively responsible office experience in providing administrative support. College-level coursework may be considered as a substitute for some experience.
Required Knowledge, Skills and Abilities:
In-depth knowledge of office practices, procedures, and equipment is essential, including filing systems, receptionist techniques, and professional writing skills. A working knowledge of accounting, budget management, payroll processing, and statistical record keeping is also required.
Basic understanding of laws, regulations, policies, and procedures governing educational operations and services, including curriculum and assessment, is necessary.
Proficiency in personal computer software applications relevant to this role, such as word processing, spreadsheets, presentation graphics, and educational databases, is required. Strong business mathematics skills for computing sums and basic statistics are essential.
Must possess skills in using and troubleshooting standard office equipment.
Excellent command of the English language, including grammar, spelling, punctuation, and proofreading/editing skills, is required to prepare professional correspondence.
Strong interpersonal skills are necessary to present a positive image of the organization, convey technical information effectively, and demonstrate patience when interacting with a diverse population.
The ability to perform all duties efficiently in a dynamic environment with frequent interruptions is crucial. Speed and accuracy in clerical and secretarial tasks are essential.
Must be able to learn, interpret, explain, and apply knowledge of district, site, and departmental operations, programs, and terminology while performing assignments.
Strong organizational skills to plan, prioritize, and manage work to meet deadlines are required.Ability to collaborate effectively with staff, students, external organizations, and the public while maintaining patience and courtesy is necessary.
Confidentiality of sensitive information must be maintained at all times.Major Responsibilities and Duties:
Incumbents may perform any combination of the essential functions outlined below.
This position description is intended to accurately reflect the primary job elements, but it is not exhaustive of all duties, knowledge, or abilities associated with this classification.
Work is conducted in a high school office environment with ongoing disruptions and distractions.
Plans, organizes, and executes a variety of secretarial and clerical tasks in support of an organizational unit that integrates academic, student activities, or other assigned teams.
Provides administrative support that requires a working understanding of the functions and procedures of the school site, along with a basic understanding of other organizational units.
May manage lost-and-found inventory and ensure proper disposal after notifications are made within required timeframes.
Coordinates testing processes, including CAHSEE, STAR, and AP assessments.
Schedules and organizes meetings as directed, preparing schedules and informing participants of dates and times.
Responds to inquiries and conveys information about programs and services offered by the organizational unit and district. Interprets and communicates policies and procedures, referring complex or sensitive matters to the appropriate administrator.
Handles requests for specialized or confidential information, exercising discretion and judgment in explaining regulations and procedures.
Provides information to visitors and other interested parties, serving as a routine external liaison in various contexts.
Assists school personnel or the public with a variety of matters requiring detailed knowledge of rules, procedures, policies, and activities.
Organizes work by establishing business and academic calendars, sequencing deadlines for projects, activities, and required submissions and reports.
Prepares, assembles, maintains, and updates calendars, schedules, lists, manuals, directories, and handbooks for distribution and use by others.
Creates informational packets for presentations and meetings.
Provides support and liaison services to administrative personnel and other staff.
Coordinates meetings and assists with compiling and distributing necessary documents.
Facilitates the collection of documentation required for graduation.
Receives visitors and telephone inquiries from various individuals, including students, parents, community members, teachers, and administrators. Initiates and receives calls, providing information and resolving matters as appropriate or routing calls as necessary.
Maintains a calm and organized waiting area for appointments. Prepares forms and updates student information files based on status changes initiated by administrators.
Provides administrative support for special processes and projects, including curriculum, assessment, student services, and discipline functions and committees.
May conduct research to compile reports for administration or external agencies.
May assist with testing, immunization, and other required processes, including preparing and mailing notifications and filing or entering results into student files.
Establishes and maintains filing systems on various subjects.
Accesses and enters information into student and administrative databases, and may maintain specialized databases relevant to the area of assignment.
May manage field trip and conference requests.
May oversee timesheet management.
May coordinate and monitor student activities related to disciplinary actions, ensuring minimal disruptions and preparing documentation of actions taken.
Prepares and types letters, memoranda, forms, reports, bulletins, handbooks, questionnaires, requisitions, and documents with minimal direction.
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