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Administrative Assistant: Educational Institution

2 months ago

Annapolis, Maryland, United States Arundel High School Full time

Title Code:
Administrative Assistant: Educational Institution

JOB SUMMARY
The role involves executing a variety of administrative and clerical functions within an educational setting. This position requires a proficient level of clerical expertise, entailing responsibilities for handling diverse and moderately intricate tasks such as the preparation and management of forms, records, correspondence, memoranda, documents, and reports associated with school operations. The job necessitates frequent and responsible interactions with students, parents, the public, and the educational staff. Additionally, the role may encompass supportive tasks in other administrative and program activities, including guidance and library functions. The work is conducted under general supervision, with employees expected to demonstrate initiative and sound judgment in completing assignments efficiently. Bilingual proficiency may be required based on specific job assignments.

ESSENTIAL DUTIES/RESPONSIBILITIES

  • Manages and filters telephone inquiries and concerns from parents, students, and administrative offices.
  • Facilitates the enrollment of new students and maintains accurate student records/files. Processes withdrawal requests and forwards records to new institutions.
  • Oversees seasonal enrollment processes.
  • Prepares and sustains current office records for all students, including class lists, student folders, card files, index cards, and attendance reports.
  • Communicates messages to educators and administrators, makes calls on their behalf, and greets visitors and manages phone calls.
  • Types and disseminates reports, letters, forms, lists, newsletters, memoranda, agendas, schedules, and other relevant documents.
  • Operates and maintains standard office equipment, including fax machines and copiers.
  • Receives, organizes, and distributes incoming mail, addressing general inquiries.
  • In the absence of designated health personnel, provides first aid to students or escorts them to the health room. Contacts parents of injured or ill students and assists in maintaining confidential medical records.
  • Aids in the preparation of instructional materials, tests, and other assignments as required.
  • Upholds strict confidentiality regarding student records and personal information.
  • Manages student sign-in and sign-out processes, issues tardy passes, and maintains attendance records.
  • Coordinates after-school and external use of facilities, completing necessary request forms and submitting monthly reports.
  • Performs additional related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To excel in this role, an individual must successfully fulfill each essential duty. The qualifications outlined below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made for individuals with disabilities to perform essential functions.

Education

  • High School Diploma or equivalent certification is mandatory.

Experience

  • A minimum of one (1) year of recent general office experience performing progressively responsible tasks is required.
  • If assigned to a bilingual program, candidates must be bilingual and biliterate in the designated language. Otherwise, bilingual and biliterate skills are preferred.
  • Alternatively, an equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the job effectively is acceptable.

Knowledge, Skills, Abilities and Other Characteristics

  • Proven ability to type at least forty (40) words per minute.
  • Proficient in using personal computers, including word processing, spreadsheets, database management, and desktop publishing software.
  • Solid understanding of modern office practices and procedures, bookkeeping, business English, spelling, and commercial arithmetic.
  • Ability to demonstrate courtesy and sound judgment when interacting with students, parents, administrators, colleagues, and the public.
  • Successful completion of all required assessments.

Driving Requirements

  • Not applicable.

LEADERSHIP ROLE

JOB INFORMATION

Approved Date:

Established