10 Administrative Assistant

FLSA Status: Exempt Work Year: School Year (211 Days)

JOB TITLE: ADMINISTRATIVE ASSISTANT, HIGH SCHOOL PRINCIPAL/BOOKKEEPER
SUPERVISED BY: Principal
SUPERVISES: NIA

SUMMARY OF JOB DESCRIPTION: Responsible for the smooth and efficient operation of the school administrative office. Supporting Principals with daily operations including answering phones and directing callers, greeting and directing visitors, assisting with the planning and support at events and compiling calendars. Bookkeeping duties include submitting requisitions for payment, managing high school purchasing cards, reconciling budgets for both SHS and athletics, preparing and processing deposits, and accepting fees from students.

ESSENTIAL JOB ELEMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required of the position. Accommodations may be made to enable individuals with disabilities to perform the essential functions.

Frequency

Assist Principals with scheduling and maintaining calendars. Including assistance with developing, monitoring and coordinating evaluation schedules.

D

Answer incoming calls and direct callers as needed. Greet visitors in the main office, schedule conference rooms for meetings and visitors.

D

Manage timecards for all Support Staff at the direction of the Principals.

W

Process Extra Duty for all licensed staff and send it to Payroll.

M

Process Personnel Action Forms and post positions in TalentEd at the direction of the principals. Backup for scheduling interviews.

AsN

Event support for Graduation, Local Scholarships and other events as needed.

AsN

Assist with the roles and responsibilities of the front office Admin Assistant, attendance, athletics, counseling, etc. in the absence of key staff.

AsN

Assist with supervision of students in the office for disciplinary reasons

AsN

Accept fee payments, manage fee waivers, and invoice families as fees are owed.

AsN

Create requisitions and submit to Business Services to create purchase orders and submit for vendor payment

AsN

Reconcile monthly budget reports for SHS and SHS Athletics

M

Support principals in annual budget planning and grant allocation

Y

Review purchasing card records and process in UMB system for all SHS staff and SHS Athletics staff

M

Attend meetings as necessary to take notes and service aws record keeper

AsN

Manage the day to day activities of the office including but not limited to, payroll, district and school policies and procedures, form development, copying, mailing, supply ordering, reimbursement processing, appointment booking, scheduling, calendar updates, daily paperwork processing.

D

Liaise between parent groups and SHS to add Newsletter updates

AsN

Demonstrates the commitment to build and maintain a safe, fair and respectful working and learning environment that honors the cultural diversity of students and staff.

AsN

Maintain Petty Cash

AsN

Maintains the financial records of the school including various reconciliations of accounts

AsN

Makes all deposits

AsN

Train new staff and coaches on Pcard processes

AsN

Provides admin support on identified topics, projects and day-to-day activities

AsN

Perform other duties as assigned.

Ongoing

CONTACTS: Students, administration, vendors, teachers, school resource officer, staff & parents

QUALIFICATIONS:

• High school diploma or equivalent
• Secretarial/clerical, computer and office equipment experience helpful
• First Aid Class/ CPR & AED Certification Required (or obtain within 6 months of hire)

PHYSICAL REQUIREMENTS & WORKING CONDITIONS:

The physical demands, work environment factors and mental functions described below 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 to enable individuals with disabilities to pe,form the essential functions.

Analyzing

Communicating

Comparing

Compiling

Coordinating

Instructing

Speaking

Synthesizing

Talking

Hearing

Smelling

Speaking

Reaching

Mod. Lifting (50 Lbs)

Near and far acuity

Negotiating

Weather Conditions

Prepared/Revised Date: July, 2017

This position is benefits eligible.
For all positions, experience is determined by years of work in the same job title. Experience that is similar but not the same job may be calculated at a 3:1 credit for years of experience. Year of Experience shall be whole numbers and not partial years.