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Administrative Assistant

4 months ago

Chicago, United States Danbury Public Schools Full time
PURPOSE:
This position is a school based clerical/secretarial position that provides the full range of support functions to the school and its Principal.

SUPERVISION RECEIVED:
Responsible for interacting with all staff, parents, students, and visitors, under the general supervision of the building's Principal. Performs basic secretarial tasks independently; works under closer supervision on more advanced tasks. 

EXAMPLE OF DUTIES:
Incumbents perform a variety of secretarial duties as illustrated in the following areas: INTERPERSONAL: Receives, greets and directs all visitors to the building. Applies appropriate security protocols for daily building entry, as well as for lock downs and other related safety protocols as directed. Answers phone and takes accurate and complete messages. Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit.). Daily trouble shooting for staff, students, parents or visitors as needed. Greets new families and facilitates registration of new students by reviewing appropriate residency documentation and related requirements. OFFICE MANAGEMENT: Insures smooth operation of Principal's office daily. Works independently or with the support of the District's Aesop Coordinator to fill staff vacancies and/or open positions with substitute coverage in the building daily. Maintains time and attendance records for noncertified staff and forwards to Central Office Payroll as needed. Registers all necessary student information on appropriate data screens in the District's PowerSchool program. Responsible for reviewing and prioritizing mail, and routing as appropriate. Works with the District's Central Office to provide timely work injury reports as needed.  WORD PROCESSING: Fluency in all aspects of word processing, including preparation of a full range of correspondence and reports in multiple formats. Fluency in MS Word, including ability to perform mail merge and other similar functions, ability to use MS Excel and Google Docs. Proofreads for content as well as edits for grammar, punctuation and spelling accuracy.  REPORTING: Completes regular staff attendance reports for the building Principal through implementation of Aesop report writing functions. Compiles information from standard sources and prepares student data reports as required by Central Administration.  ACCOUNT MANAGEMENT: Maintains an inventory of supplies and equipment and completes, processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.). Administration and oversight of building based school student account funds if directed, including collaboration with the Assistant to the Finance Director.  FILE MAINTENANCE: Maintains existing office filing systems and implements efficiencies as needed under the supervision of the building Principal. Organizes and maintains student and other related files (including confidential files). Maintains, updates and reviews manuals and reference materials. Prepares organized student files for transition, such as to out of district schools or in-district secondary schools. Performs related duties as assigned. KNOWLEDGE, SKILL AND ABILITY - MINIMUM QUALIFICATIONS REQUIRED: Demonstrates strong interpersonal skills including, but not limited to, tact and diplomacy and the ability to accurately give and receive information. Demonstrates ability to respect and maintain the integrity and confidentiality of sensitive data. Possesses basic knowledge of office systems and procedures or willingness to learn and develop increased proficiency in the same. Demonstrates basic knowledge of proper grammar, punctuation and spelling in order to complete business communications. Possesses basic ability to schedule and prioritize office workflow. Demonstrates ability to operate office equipment which may include word processors, computer terminals, printers, copiers, telefacsimilie machines or other automated equipment. Demonstrates ability to read, write, and follow detailed instructions in English. EXPERIENCE AND TRAINING: Minimum Educational Requirement: HS Diploma One (1) to two (2) year's experience in office support, secretarial, customer service or similar work. Demonstrates basic MS Word and Excel skills, including the ability to pass a basic level software assessment. Familiarity with PowerSchool or similar educational software, or demonstrates willingness to learn and develop basic skills in the same, including the ability to pass a basic level software assessment. Bilingual Spanish or Portugese preferred
REPORTS TO: Building Administrator/School Principal

WORKING CONDITIONS: Salary according to the UPSEU current bargaining agreement. Full-time - 35 hours per week.  46 week work year Application Procedure: