–SRCS ADMINISTRATIVE ASSISTANT- Lebanon/Salem Area

 

 

Purpose of Role:

Perform bookkeeping, administrative, secretarial, inventory management, clerical, and office duties to
support the functions of the school.

Primary Function:

The principle function of an employee in this class is to perform a wide variety of administrative support, secretarial, and clerical duties at the school. Secretaries do not perform in one specialty area; rather, they perform in a wide variety of areas that cross over all specialty areas in records, attendance, teachers’ support, administration, etc. Duties include public contact, typing and preparing letters or documents using various software applications, bookkeeping, entering data into school or
department systems and applications, keeping clerical records, logs, ledgers, and related documents, and working within District and department-specific processes and procedures. The work is performed under the supervision of a school administrator and office manager. The principle duties of this class are performed in an office environment.

Essential Duties and Responsibilities (will vary by assignment)

• Perform a variety of secretarial, clerical, and administrative support functions;
• Prepare and maintain confidential information and records;
• Maintain daily interaction and communication with students, staff, parents, and administration;
• Answer phone, and provide referrals to other departments or staff as needed;
• Operate office equipment, including computer hardware/software;
• Assist students and parents with registration and withdrawal processes;
• Purchase supplies through the District accounting system and verify receipt;
• Perform bookkeeping and accounting functions, make deposits, reconcile bank statements, and generate and distribute financial reports, at the discretion of the Principal;
• Maintain petty cash account, at the discretion of the Principal; Orders and prepares departmental materials and supplies, including processing purchase orders and ensuring proper approvals, receipt of products, coding, and records.
• Oversees and performs accounting duties, including tracking the department budget,
monitoring billing and expenditures, balancing accounts, processing expense reimbursements, and collecting various building or departmental funds, and ensuring proper recording, balancing, and posting of deposits.
• Sorts, classifies, and codes entries and transactions in accordance with established department procedures, accounting system, and verbal instructions. Prepares billings within the authority of the position. Uses a computer terminal to enter and retrieve information.
• Maintains account records by posting and reconciling data; maintains check register by computing year-to-date calculations. Identifies and resolves discrepancies in accordance with established procedures; enters data into a computerized system. • Calculates, posts, and verifies data to produce summary balances and reports.
• Compiles, calculates, posts, and verifies data to produce regular or special summaries, balances, or other reports as required when pertaining to the area of assignment. Maintains related files or reports; distributes reports as appropriate. Develops and maintains follow-up systems on reports or actions required on a periodic basis. Maintains and updates files, records, and logs on computerized and manual record-keeping systems; searches files and records for readily identifiable information as directed.
• Maintains an accurate, current inventory; manages and provides for the disposal of surplus items according to established procedures.
• Maintains a complete and current library of suppliers, catalogs, and other product information; meets with salespersons to determine the most cost-effective purchasing practices; recommends changes in purchasing practices as needed.
• Assures the receiving and warehousing of delivered merchandise; counts and inspects items, verifying deliveries against purchase orders; notes and reports damaged goods and/or shortages.
• Generate and distribute numerous computer reports for the State Department of Education, Teachers, or Principal
• Receive and distribute incoming mail and packages;
• Assist with preparations for Teacher Inservice, Parent Teacher Conferences, and Open House;
• Maintain accurate student data information and records utilizing the computer; may serve as student information systems liaison;
• Type forms, letters, and other documents;
• Perform scheduling/calendar duties;
• Back up or fill in for nurse as needed; administer first aid and treat a variety of illnesses or
injuries; may monitor student health plans;
• Prepare parent newsletters;
• Prepare and publish social media and website for the school
• Perform all work duties and activities in accordance with District policies, procedures, and safety practices
• Oversight of local learning centers and operations

Other Duties and Responsibilities
• Support the Principal’s designee in the absence of the Principal;
• Call for substitute staff when needed; serve as Subfinder liaison;
• Serve as backup for other school secretaries and the office manager;
• Perform other related duties as required.

 

Competency Requirements:
Knowledge of:
• Operation of office equipment, including a computer and job-related software such as Google Suite, Word, Excel, or others;
• English grammar and punctuation;
• Math, accounting, and recordkeeping;
• Current office practice and procedure;
• Communication skills and techniques to relate to young children and adults.

 

Ability to:
• Communicate effectively both orally and in writing to young children and adults;
• Perform a variety of clerical and administrative support duties;
• Perform multiple tasks simultaneously, including handling interruptions, and returning to and complete tasks in a timely manner;
• Follow written and oral instructions;
• Maintain records efficiently and accurately, and prepare clear and concise reports;
• Operate a variety of office equipment, including a computer;
• Utilize effective organizational skills, telephone etiquette, and good people skills;
• Maintain effective working relationships with other students, District personnel, and the public;
• Respond appropriately to emergency or unusual situations that may involve administering first aid, contacting parents, or dealing with sensitive or confidential issues;
• Use logical and creative thought processes to develop reasonable solutions according to written specifications and/or oral instructions;
• Perform time management and scheduling functions, meet deadlines, and set task priorities;
• Maintain office, school, and individual confidentiality.

Acceptable Experience and Training
• High school diploma or GED equivalency; and
• General office and computer experience; or

• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform as an effective and competent Administrative Assistant.

Essential Physical Abilities
• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to understand verbal instructions and to communicate effectively on the telephone and in person;
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare and review documents, and process them in a prescribed order, and organize documents and materials;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and standard office equipment;
• Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to work in an office environment, lifting or moving objects that weigh up to 45 lbs.
• Jobs in this class require talking and hearing to relate to and monitor the activities of young children and performing repetitive motions in typing, filing, and paperwork;
• Job tasks may require, with or without reasonable accommodation, climbing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, and grasping.

Additionally, the job may include other duties as assigned.