Aspire Administrative Assistant

Delaware Area Career Center

Title: Aspire Administrative Assistant

Reports to: Aspire Coordinator

Work Schedule: Part Time (29 hours/week) (POSTED UNTIL FILLED)

Primary Job Function:
•  The Delaware Area Career Center Aspire Administrative Assistant is responsible for providing administrative support services necessary for the effective management of the Aspire program, as well as providing any support services necessary for the effective management of DACC school operations. This job description is a comprehensive list of essential functions. Essential functions are job duties a staff member must be able to perform, with or without reasonable accommodations. Minimum Qualifications:
•  Post-secondary administrative assistant or office management training preferred Aspire Administrative Assistant General Responsibilities:
•  Responsible for performing all administrative support duties. This includes but is not limited to:
•  Organizing and maintaining a functional filing system
•  Answering the telephone, directing calls, taking messages
•  Maintaining an office calendar
•  Scheduling appointments
•  Acknowledging visitors, determining reason for visit, answering questions, directing visitors to appropriate person or office
•  Composes and prepares routine correspondence, memos, notes, forms etc.
•  Updates office procedures
•  Keeping current with advances in office technology
•  Responsible for promoting community partnerships that enhance district programs and services
•  Responsible for keeping current with program, policy and procedure changes
•  Responsible for helping keep students, partner school districts, parents, and staff informed about relevant issues. Will refer inquiries requiring policy interpretation to appropriate administrative staff
•  Responsible for using technology and various software applications to prepare and process information
•  Responsible for assisting with the gathering of information as well as preparation of grant/foundation proposals
•  Responsible for helping staff resolve any problems that arise
•  Responsible for maintaining office transaction records such as petty cash, receipts, contributions etc.
•  Responsible for assisting with committee assignments and/or special projects as needed
•  Responsible for following the records retention and disposal schedule adopted by the Board of Education. This includes periodically discarding archived records as directed
•  Responsible for placing calls for maintenance and repair services as needed
•  Responsible for cross-training with other support staff
•  Responsible for participating in staff meetings and professional growth opportunities Aspire Administrative Assistant Specific Responsibilities:
•  Responsible for using the LACES Software Program to prepare on-going and annual performance reports
•  Responsible for verifying the accuracy of all database information as directed
•  Responsible for preparing enrollment/withdrawal records.
•  Responsible for verifying participant information. This includes:
•  Date of birth
•  Social security number
•  Responsible for coordinating new sites, orientation programs and recognition activities
•  Responsible for maintaining a separate income/expense accounting record as required by the Aspire grant
•  Responsible for preparing purchase orders as directed. This includes maintaining procurement information such as:
•  Transmittal letters
•  Contracts
•  Confirmations
•  Warrants
•  Price agreements
•  Responsible for processing approved invoices for payment as well as maintaining a completed payment file
•  Responsible for maintaining fixed assets records. This includes:
•  Updating inventory lists
•  Updating depreciation schedules
•  Preparing end-of-year reports
•  Responsible for helping with the communication of information regarding weather delays and program cancellations Professional Responsibilities:
•  Responsible for upholding board policies and following administrative procedures
•  Responsible for maintaining visibility in the community and promoting a professional image of the school district
•  Responsible for developing a strategy to accomplish personal performance objectives within specified timelines
•  Responsible for observing established school hours
•  Responsible for enforcing applicable Ohio Revised Codes
•  Responsible for participating in professional growth opportunities.
•  Responsible for accepting personal responsibility for decisions and conduct.
•  Responsible for striving to develop rapport and serve as a positive role model for others
•  Responsible for keeping current with advances in technology and how it relates to specific job responsibilities
•  Responsible for respecting personal privacy and maintaining confidentiality.
•  Responsible for watching for student behavior that may include a problem and reporting those concerns to the appropriate administrator. This includes but is not limited to:
•  Profanity
•  Excessive teasing
•  Bullying
•  Distress
•  Responsible for wearing appropriate work attire and maintaining a neat appearance Ensuring Student Safety:
•  Employees shall be expected to exercise reasonable care with respect to the safety of students and student property. Employees shall discharge their duties and responsibilities to students and property according to the applicable Laws, State guidelines and Board policies. Knowledge, Skills & Abilities:
•  Knowledgeable about Ohio Department of Education's Career-Technical and Adult Education systems
•  Knowledge of state and federal regulations and accreditation standards
•  Knowledge of federal, state, and local policies related to students
•  Knowledge of FERPA, IDEA and HIPPA
•  Knowledge of all DACC adopted software
•  Knowledge of English grammar, spelling and punctuation
•  Skilled at effective verbal and written communication
•  Skilled in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
•  Skilled in collaboration and decision-making, seeking consensus whenever possible
•  Skilled in conflict resolution
•  Skilled at developing rapport and interacting effectively with students and staff
•  Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint)
•  Ability to work with students to provide feedback, maintain an orderly atmosphere, and foster a safe and healthy school environment
•  Ability to handle behavioral and emotionally charged situations in a calm and effective manner
•  Ability to demonstrate sound judgment and emotional stability
•  Ability to maintain confidentiality
•  Ability to assist students with various physical and intellectual needs
•  Ability to maintain accurate records and write reports and log
•  Ability to "think outside the box"
•  Ability to analyze situations accurately and adopt an effective course of action
•  Ability to interpret, apply and explain rules, regulations, policies and procedures
•  Ability to promote positive staff morale
•  Ability to organize multiple tasks and conflicting time constraints
•  Ability to engage in self-evaluation with regards to leadership, performance and professional growth
•  Ability to establish and maintain cooperative working relationships with others Working Conditions:
•  The district offers equal employment opportunity without regard to race, color, national origin, ancestry, citizenship status, religion, sex (including sexual orientation and gender identity), economic status, age, disability or military status.
•  Working Conditions - While performing the duties of this job, the employee is regularly required to speak and hear. The employee is required to have dexterity of hands and fingers. The employee is required to sit or stand for extended periods of time. Specific vision abilities required by this job include close vision, and ability to adjust focus. While performing the duties of this job the incumbent is seated or walking at will and must be able to push, pull, lift and carry over 25 pounds on occasion. Generally acceptable working environment with limited exposure to unpleasant conditions. Exposure to such conditions may make the working environment unpleasant or cause discomfort occasionally but has minor impact on personal safety and/or mental well-being. Safety is essential to job performance. All employees are required to comply with workplace health/safety regulations and district policies when duties entail any of the following situations:
•  Encounters with aggressive, angry, rude or unpleasant individuals
•  Exposure to air-borne particulates, chemicals, combustible materials, electrical hazards, loud noises, moving mechanical parts, odors, slippery/uneven surfaces, etc.
•  Exposure to blood-borne pathogens or contagious diseases.
•  Exposure to severe weather conditions or temperature extremes.
•  Movements that require balancing, bending, climbing, crouching, kneeling, or reaching.
•  Operating or riding in a vehicle. Working in or near vehicular traffic click apply for full job details