Administrative Assistant

Position Type:
Secretarial/Clerical

Date Posted:
4/21/2025

Location:
Wilcox Primary School

Date Available:
TBD

Closing Date:
Until Filled School Administrative Assistant - Wilcox

Reports To: Building Principal

Position Purpose
Under the direct supervision of the principal to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Minimum Qualifications:

• High school diploma. Post-secondary training is desirable.
• Documented evidence of a clear criminal record (FBI and BCI).
• Congenial telephone etiquette and experience operating a multi-line system.
• Proficient in office protocol and the use of business equipment.
• Proficient in the use of office and management information software (EMIS, DASL, PaySchool, AESOP, ParentSquare, FinalForms).
• Proficient in data entry, spelling, proofreading, and the correct use of grammar.
• Bookkeeping skills and the ability to apply advanced mathematical concepts.
• Multitasking ability and strong interpersonal skills.
• Meets qualifications to become a Notary public.
• Training in ALICE school safety process.

Duties and Responsibilities:
The following duties are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

• Performs administrative support functions. Organizes and maintains a functional filing system that ensures the safe retention of office records. Keeps materials properly filed to maintain an orderly office.
• Upholds Board policies and follows administrative procedures.
• Promotes a favorable image of the school district.
• Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments. Directs visitors to the appropriate person or office.
• Initiates emergency procedures during the absence of the Principal or Assistant Principal.
• Answers the telephone. Learns the names of key district staff. Directs calls based on the nature of the inquiry. Takes messages. Manages calls efficiently to keep telephone lines open. Places long distance calls for restricted lines.
• Monitors the sign in/out log.
• Maintains an office calendar. Schedules appointments as directed.
• Helps communicate information about weather delays and emergencies.
• Respects personal privacy. Maintains the confidentiality of privileged information.
• Prepares displays and bulletin boards as directed.
• Processes incoming, outgoing, interoffice mail and faxes. Updates names on staff mailboxes. Helps prepare special mailings.
• Processes interim reports, report cards, and supplemental information.
• Enters and maintains educational management information (EMIS) data as directed.
• Helps prepare newsletters, notices, and public announcements and updates website.
• Prepares requisitions as directed. Receives, stores, and inventories office supplies.
• Notifies recipients about the arrival of packages.
• Receives, sorts, and counts money collected in the building as directed. Prepares records suitable for audits. Prepare and make bank deposits. Prepares fee reports and letters.
• Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects class attendance. Distributes absentee list. Prepares daily attendance records.
• Maintain staff attendance records (AESOP). Confirm all staff absences have coverage. Make necessary calls as needed. Reviews and approves Renhill invoices for payment.
• Maintains staff and student medical emergency authorization forms. Prepares accident reports.
• Monitors students sent to the office for illness or discipline reasons.
• Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records, class schedules, graduates/inactive lists, etc.
• Prepares monthly enrollment report for Central Office.
• Assign classes to Art, Music, and Physical Education in DASL.
• Assign teachers and schedules to students in DASL.
• Monitors bus communications. Conveys information as needed.
• Helps coordinate school programs (e.g., student orientation, open houses, parent conferences, recognition activities, staff in-service programs, etc.).
• Schedules building rentals through FMX.
• Input maintenance and repair services needed through FMX.
• Takes precautions to ensure student safety. Reports unauthorized persons or suspicious circumstances immediately.
• Reports evidence of suspected child abuse as required by law.
• Cross-trains with other office staff. Offers assistance when needed.
• Keeps current with advances in office technology and office procedures.
• Participates in staff meetings and professional growth activities as directed.
• Accepts responsibility for decisions and conduct. Strives to develop rapport and serve as a positive role model for others.
• Performs other specific job-related duties as directed.

Required Knowledge, Skills and Abilities:
The following characteristics and physical skills are essential for the successful performance of assigned duties.

• Demonstrates professionalism and maintains a positive work attitude.
• Takes the initiative to identify and solve problems independently.
• Works cooperatively to support a successful team effort.
• Effectively uses verbal, nonverbal, writing and listening skills.
• Completes detailed paperwork accurately.
• Reacts productively to interruptions and changing conditions.
• Operates office equipment efficiently and accurately.
• Lifts, carries, and/or moves office supplies and equipment.
• Maintains an acceptable attendance record and is punctual.
• Travels to meetings and work assignments as directed.

Working Conditions:
Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable.

• Potential for exposure to blood borne pathogens and communicable diseases.
• Potential for interactions with disruptive and/or unruly individuals.
• Exposure to adverse weather conditions and seasonal temperature extremes.
• Duties may require operating and/or riding in a vehicle.
• Duties may require prolonged use of a computer keyboard and monitor.
• Duties may require working under time constraints to meet deadlines.
• Duties may require working during the evening and/or weekend.

Performance Evaluation:
Job performance is evaluated according to the policy provisions adopted by the Twinsburg City School District Board of Education.

The Twinsburg City School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age or disability. This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.

Revised: August 21, 2000
Revised: September 13, 2013
Revised: February 21, 2018
Revised: March 19, 2025