Administrative Assistant

Position Type:
Secretarial/Clerical/Secretary - 12-Months

Date Posted:
4/10/2025

Location:
Columbia-Montour AVTS

Date Available:
05/26/2025

Closing Date:
04/21/2025 POSITION TITLE: Administrative Assistant

DEPARTMENT: Attendance/Principal/Front Office

CLASSIFICATION: Support Staff

REPORTS TO: Principal/Administrative Director

CERTIFICATIONS: High School Diploma
Post-secondary degree in Business Administration, Accounting, or related field preferred.

QUALIFICATIONS: Previous experience in a general office or a related field is preferred.
School experience preferred.
Proficient computer skills, including Microsoft Office Suite/Google Suite
Additional proprietary software utilized by CMAVTS
Scheduling appointments and updating Outlook calendars a must
Able to communicate effectively in writing and verbally
Able to solve multiple problems and work on several tasks at once
Time management and prioritization skills
Must possess a high degree of integrity, responsibility, diplomacy, and reliability and maintain confidentiality.

POSITION GOAL: Perform office duties in a manner that contributes to the success of the educational effort.

PERFORMANCE RESPONSIBILITIES:

Attendance Duties:

1. List tardy students, arrange appointments, and record field trips and suspensions on the attendance sheet. Also, list the names of students marked absent by substitutes.
2. Maintain attendance files.
3. Email attendance sheets to staff.
4. Provide support for students with special needs, such as teenage parents and homebound students, so that they may continue their educational programs.
5. Check in late students with the Raptor system and generate passes for early dismissals.
6. Compile zero-no-makeup lists and email teachers.
7. Review the attendance sheet with the nurse each day as needed, documenting any communications from the nurse in conjunction with early dismissals.
8. Update attendance sheets on a timely basis, changing all absences to unexcused if a student does not provide an excuse, and denote doctor-excused absences accordingly.
9. Send out attendance letters as directed.
10. Assist the School Police Officer in issuing citations.
11. Give copy of students' attendance reports to parents and teachers, if requested.
12. Print homeroom rosters for substitutes when directed.
13. Approve field trip requests for attendance.

General Duties:

1. Utilize the student information system software, Microsoft Office Suite, and Google Suite to carry out essential job functions.
2. Greet and direct visitors; assist in maintaining an orderly front office; project a positive image of the school.
3. Answer telephone, transfer calls, and take phone messages for staff and students.
4. Assist in generating mailings and bulk mailings as directed.
5. Sort and distribute incoming mail.
6. Arrange meetings for administration.
7. Print student and teacher schedules upon request.
8. Print class lists when requested.
9. Document early dismissals.
10. Type correspondence and memos for the Principal and other Administrators as requested. Distribute, mail, and make copies as needed.
11. Arrange for the collection of homework assignments and secure books for absent students.
12. Process discipline referrals from the Principal and Dean of Students for notification to teachers, Reassignment Room, and attendance. Prepare homework requests for teachers for in-school and out-of-school suspensions.
13. Maintain a field trip request file and ensure that teachers have submitted the names of staff, parents, and students participating in the trip; record this information on the calendar.
14. Order diplomas and covers as directed. Create a diploma list for new graduates. Order replacement diplomas for graduates.
15. Assist in locating students who are missing from class, required for meetings, or for any other reason as directed by the Administration.
16. Complete other duties as assigned.

FERPA/Confidentiality:

• Maintain confidentiality by FERPA regulations and school policy when handling student data and records.

Career & Industry Event Support:

• Provide clerical support for events such as job fairs, career days, or industry visits.

TERMS OF EMPLOYMENT: Commensurate with experience and qualifications and aligned with district policies.

SELECTION: The appointment shall be made by the Joint Operating Committee following the recommendation of the Principal and Administrative Director.

EVALUATION: Performance will be evaluated annually by the Principal or their designee.

CONTACT TO APPLY: Jennifer Cerreta, Director's Executive Assistant

Ext. 3322

DEADLINE TO APPLY: April 21, 2025, or until position is filled.