WINDHAM CENTRAL SUPERVISORY UNION

JOB DESCRIPTION

JOB TITLE: Administrative Assistant - School Based 

REPORTS TO: Principal

APPROVED BY: Superintendent of Schools

UPDATED: 5/2021

FLSA STATUS: Non-Exempt

POSITION OBJECTIVES: To perform a full range of secretarial and clerical functions for a school within WCSU,including assistance with key departmental administrative tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  (Note: administrative assistant responsibilities in individual WCSU school buildings may include all or some combination of those listed in this generic job description). Other duties may be assigned.

• Plan, coordinate and carry out all daily activities and operations related to assigned administrative function.
• Maintain confidentiality of Principal, staff and students.
• Contribute to a positive school culture and support school-based initiatives.
• Complete school and district-level reports, as requested or required. 
• Maintain and update school-based databases, such as PowerSchool and/or SWIS.  
• Participate in and provide support to school-based Emergency or Crisis Teams.
• Manage the E-finance system at the building level for purchasing, as directed by the Principal.  Support staff in the use of the E-finance system.
• Perform a variety of tasks related to the development and maintenance of computerized departmental records: adept at the use of appropriate databases and reporting systems using a variety of software; initial data input; ongoing use and updating of systems, involving regular data input and using programs to generate a variety of reports.
• Update information in the database related to students, teachers and parents (may include attendance records, student demographics, master schedules, etc.)
• Prepare a variety of reports for the Vermont Agency of Education by stated reporting deadlines. Gather, enter, correct, and verify data necessary for reports.
• Monitor and track student attendance; produce letters to notify parents regarding absences; serve as liaison with the nurse’s office regarding absences.
• Maintain and regularly update student files and other school records, including requesting copies of student records from sending schools and distributing student records to requesting schools.
• Perform basic registrar duties, including routine student/parent liaison tasks, assisting in registration and the like.
• Oversee and manage the substitute calling and leave tracking system for the assigned programs by verifying daily leave and substitute reports, ensuring accuracy of leave reporting and substitute assignments; calling substitutes when needed, arranging for reassignments and coverage when necessary, orienting new substitutes to the program and issuing daily assignments to substitutes.

• Process personnel/payroll records and forms.

• Prepare a variety of printed materials, frequently involving the design, set-up and formatting of reports, manuals, forms, and other special documents.

• Organize and maintain a variety of general and specialized department and/or program files and records, both paper and computerized, frequently involving cross-filing/cross-reference systems.
• Type and proof correspondence, reports, minutes of meetings, forms, manuals, brochures, papers, records and other materials from recorded, handwritten, or typed copy.  Compose routine correspondence, as requested. 
• Perform key office reception functions, in a positive and professional manner, answering phones and greeting visitors:  screen calls, and visitors to determine nature of request or problem; refer to appropriate staff member or office; take messages; make appointments; take standard information for administrative or other purposes; distribute a variety of written information; answer questions about department/school policies, procedures, fees, schedules, events, services, programs, and the like; distribute, collect and assist with completion of forms.  Place calls as requested.
• Process various documents:  prepare/initiate documents; review for accuracy and completeness; code; complete missing or inaccurate information; resolve discrepancies; enter data in manual and computerized files, verify/edit to ensure accuracy, update files/records regularly; distribute or file documents as appropriate.
• Compile a variety of standard information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or other staff members.
• Perform a variety of routine bookkeeping tasks related to operating budgets or special accounts.
• Perform other specialized clerical/technical tasks related to the department’s primary function, such as: organizing of specialized materials; scheduling tasks/space/equipment/activities; coordinating special mailings and/or meetings; making travel arrangements for senior staff members; and the like.
• Order and maintain an inventory of office supplies and equipment.  Oversee office business equipment such as phones, printers, copiers.  Report/communicate problems and order replacement supplies as needed.
• Photocopy various materials.  Collate and distribute as required.  
• Screen, sort and distribute incoming mail.  Prepare outgoing mail.
• Other duties, as assigned.

SUPERVISION RECEIVED:  Reports to, supervised and evaluated by, and receives assignments from the School Principal.

SUPERVISORY RESPONSIBILITIES: This position does not include supervisory duties.

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in addition to the following:

• Education and Experience.  Associate's degree with relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.  Good understanding of the organization of the public education structure and administrative operations.

• Language Skills. Ability to read and interpret documents such as policies, operating practices, procedure manuals, and governmental laws and regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from parents, students, community members, board members, administrators and employees of organization.

• Mathematical Skills. Ability to calculate percentages, proportions, averages, and other concepts of basic algebra.

• Computer Skills and Experience.  Previous experience in organizing and maintaining moderately complex filing and record keeping systems, including computerized information systems. Proficiency with spreadsheet, word processing and database programs required. Microsoft Office experience preferred.
• Reasoning Ability/Mental Requirements. Demonstrated ability to use discretion and independent judgment in handling confidential material.  Ability to solve practical problems and deal with a variety of concrete variables. Ability to apply a variety of instructions/policies/procedures/practices furnished in written or oral form.

• Communication & Interpersonal Skills.  Ability to communicate courteously, efficiently and effectively with a variety of individuals, including faculty, administrators, parents, and representatives of outside organizations.  Ability to work positively, cooperatively and effectively with peers, co-workers, supervisors, parents, and outside agencies.

• Other Personal Characteristics.  High accuracy & attention to detail, strong organizational skills, proven ability to work effectively without specific direction, and with minimal supervision.
•      Competencies.  The individual in this position must possess the following:

• Dependability – being reliable, punctual, responsible and fulfilling obligations.
• Self-Control – maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
• Stress Tolerance – accepting criticism and dealing calmly and effectively with high stress situations.
• Cooperation – being pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Concern for Others – being sensitive to others’ needs and feelings and being understanding and helpful on the job.
• Attention to Detail – being careful about detail and thorough in completing work tasks.
• Integrity – being honest and ethical.
• Adaptability/Flexibility – being open to change (positive or negative) and to considerable variety in the workplace.
• Independence – guiding oneself with little or no supervision, and depending on oneself to get things done.
• Social Orientation – preferring to work with others rather than alone, and being personally connected with others on the job.

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This general outline illustrates the type of work, which characterizes the Job Classification.  It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.