BAUXITE SCHOOL DISTRICT Administrative Assistant Department: PHE
Job Status: Full-Time
Reports To: Building Principal
Grade/Level: Classified
Job Type: Regular, 8-Hour Day
Contract: 210-day
POSITION SUMMARY The Administrative Assistant is responsible for working directly in an administrative support role to the administrative team as needed. This position also provides front counter support including, but not limited to answering phones, taking messages, directing calls, coordinating general school office operations, and greeting and attending to school visitors, school staff, and student requests.
CLASSIFICATION This position is designated as a support staff position subject to the Bauxite School District Support Staff Handbook and School Board Policy.
ESSENTIAL FUNCTIONS Reasonable Accommodations Statement To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.
KEY ABILITIES - Requires knowledge of general school office or a professional office environment.
- Requires knowledge of technology in the areas of office software, electronic communication, database systems, word processing, spreadsheets, and office equipment operation; i.e., phones, fax, and copier.
- Requires strong service-related people skills and problem solving skills as this position is
generally the first contact and has significant responsibility in representing the school.
- Requires strong verbal and written communication skills due to interaction with the general
public, school personnel, state agencies, and other agencies on a regular basis.
- Requires strong, positive interpersonal relationship skills between students, staff, parents, and
community members.
- Requires strong organizational skills to balance demands of a multi-tasking position.
- Requires the individual to maintain confidentiality.
Essential Functions Statement(s) - Maintain the principal's calendar and schedule appointments and/or interviews.
- Update and maintain an administrative calendar for administrative coverage of events.
- Serve as a liaison between school staff and administration and parents and administration.
- Process principal's reimbursement requests.
- Copy and distribute documents/forms signed by the principal, including but not limited to professional development, checks, invoices, personal day requests, etc.
- Log approved field trips on master field trip calendar and in daily bulletin. Copy and distribute approved forms as appropriate.
- Organize and coordinate monthly assemblies as requested by administration Collect information and type agenda. Order plaques. Invite parents. Receive parents on the day of assembly and provide sign in sheets.
- Type meeting agendas.
- Organize and coordinate lunch or snacks/refreshments for staff meetings.
- Post information in the daily bulletin and on social media as needed or requested.
- Type and distribute fire drill/evacuation procedures and create an updated map of school.
- Organize and coordinate teacher/staff appreciation week in May.
- Enter Operations Hero maintenance requests.
- Welcome and process new employee: set up a new mailbox and employee file. Submit request for email and phone/voicemail set up.
- Monitor emergency drills for the length of time it takes for the evacuation of the building. Complete report, and submit report.
- Greet and receive students, school staff, and school visitors in the main office.
- Supervise students sent to the office.
- Check identification of parent/guardian dismissing student and verify information against student's information on file.
- Communicate with classrooms via phone system for communicating with staff.
- Answer incoming phone calls, take messages, and direct calls as appropriate.
- Read announcements daily.
- Sort and distribute mail and interoffice mail daily.
- Distribute official documents to staff/faculty using a verification sheet (i.e. contracts, live checks).
- Provide a website manager with upcoming school events for the school's website.
- Provide head custodian with upcoming school events.
- Maintain an internal school bulletin board with upcoming school events.
- Assist with the distribution of student/parent communication/materials as needed or required.
- Assist with the distribution of school staff communication/materials as needed or required.
- Prepare paperwork and items for bulk mailing of newsletters and non-time-sensitive materials to parents/students and deliver them to the post office.
- Organize the main office area for efficiency, safety, and appearance.
- Coordinate general office operations as needed or required.
- Respond to inquiries in a timely manner.
- Type, proofread copy, distribute, and file correspondence as needed or requested.
- Perform data collection/generate reports; i.e., pulling reports/data on students and/or staff as needed.
- Perform any other duties/assignments as assigned/requested by the principal.
COMPETENCY STATEMENT(S) - Accountability - Ability to accept responsibility and account for his/her actions.
- Accuracy - Ability to perform work accurately and thoroughly.
- Adaptability - Ability to adapt to change in the workplace.
- Communication, Oral - Ability to communicate effectively with others using the spoken word.
- Communication, Written - Ability to communicate in writing clearly and concisely.
- Confidential- ability to be entrusted with private or restricted information.
- Conflict Resolution - Ability to deal with others in an antagonistic situation.
- Creative - Ability to think in such a way as to produce a new concept or idea.
- Decision Making - Ability to make critical decisions while following district procedures.
- Detail Oriented - Ability to pay attention to the minute details of a project or task.
- Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
- Enthusiastic - Ability to bring energy to the performance of a task.
- Empathetic - Ability to appreciate and be sensitive to the feelings of others.
- Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
- Friendly - Ability to exhibit a cheerful demeanor toward others.
- Goal Oriented - Ability to focus on a goal and obtain a predetermined result.
- Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
- Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
- Interpersonal - Ability to get along well with a variety of personalities and individuals.
- Judgment - The ability to formulate a sound decision using the available information.
- Loyal - The trait of feeling a duty to the employer.
- Organized - Possessing the trait of being organized or following a systematic method of performing a task.
- Patience - Ability to act calmly under stress and strain, and of not being hasty or impetuous.
- Presentation Skills - Ability to effectively present information publicly.
- Regular attendance - Exhibiting regular attendance in order to perform duties in a satisfactory manner.
- Reliability - The trait of being dependable and trustworthy.
- Responsible - Ability to be held accountable or answerable for one's conduct.
- Self Motivated - Ability to be internally inspired to perform a task to the best of one's ability using his or her own drive or initiative.
- Tactful - Ability to show consideration for and maintain good relations with others.
- Team Builder - Ability to convince a group of people to work toward a goal.
- Working Under Pressure - Ability to complete assigned tasks under stressful situations.