Administrative Assistant - High School Counseling Office

Northwest School District R1•Cedar Hill, MO

17h•Onsite

About The Position

JOB SUMMARY: Assist in the efficient operation of the school’s counseling office and project a positive image on the school community. EDUCATION AND/OR EXPERIENCE: High school diploma or equivalency certificate. Prior experience/training with computer operations and software programs. Preference will be given to candidates with prior experience in a school setting. ESSENTIAL DUTIES AND RESPONSIBILITIES: Establish and maintain a safe, accessible, positive, and inviting office environment for all members of the school community. Greet all visitors courteously, determine their needs, check appointments and direct/escort them to the proper person. Maintain all legal documents pertaining to custody arrangements, restraining orders, etc. Maintain confidentiality in accordance with Board policy, State and Federal laws for office, staff and student matters at all times. Maintain and create necessary records using the student information system. Create and submit, as necessary, reports using the student information system. Classify, sort, and file correspondence, mail and other related data. Compose and prepare requested reports and correspondence for building administration. Convert source documents into computer-acceptable formats. Maintain accurate and complete student, staff and/or administrative files. Create corresponding letters and input appropriate information into the student information system. Maintain records required by policy, regulations and the law. Update handbooks and policy manuals. Maintain current class lists and rosters. Assist in the dissemination of various communication formats including email, phone chains, paper copies, and related materials. Answer phones, take and route messages, and respond appropriately to requests for information. Monitor and assist in the maintenance of office equipment. Other related duties as assigned by the Administration. QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions EDUCATION AND/OR EXPERIENCE: High school diploma or equivalent required. Ability to demonstrate quality written and computer skills. COMMUNICATION SKILLS: Ability to communicate and interact effectively is required. MATHEMATICAL SKILLS: Ability to perform basic mathematical calculations using whole numbers, fractions, decimals, and percentages. Ability to perform mathematical calculations to balance assigned budget items, invoices, bills, purchase orders and other related items. REASONING ABILITY: Ability to interpret a variety of instructions furnished in written, oral, diagram, and/or schedule form. Ability to solve problems and effectively manage time for efficient operations. Ability to concentrate, think, read and learn is necessary to perform the essential job duties. OTHER SKILLS AND ABILITIES: Demonstrate organizational ability. PHYSICAL DEMANDS: While performing the duties of this job, the employee must regularly sit, talk, listen, and respond. While performing the duties of this job, the employee is regularly required to sit; use repetitive wrist, hand and/or finger movement; reach with hands and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision, distance vision, precise hand-eye coordination and the ability to identify and distinguish colors. Occasionally, the employee may lift up to 50 pounds, such as, to lift files, papers, and equipment. The foregoing is not an exclusive list and the employee may be required to exceed the minimum physical demand specifications should the safety and security of students and staff be compromised. The above physical demands are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. The noise level in the work environment is usually at a moderate level with frequent interruptions. The employee continuously interacts with staff and the public. Travel may be necessary to various District buildings and/or sites. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties. The information contained in job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job related duties as requested, subject to all applicable state and federal laws.

Requirements

High school diploma or equivalency certificate.
Prior experience/training with computer operations and software programs.
Ability to demonstrate quality written and computer skills.
Ability to communicate and interact effectively is required.
Ability to perform basic mathematical calculations using whole numbers, fractions, decimals, and percentages.
Ability to perform mathematical calculations to balance assigned budget items, invoices, bills, purchase orders and other related items.
Ability to interpret a variety of instructions furnished in written, oral, diagram, and/or schedule form.
Ability to solve problems and effectively manage time for efficient operations.
Ability to concentrate, think, read and learn is necessary to perform the essential job duties.
Demonstrate organizational ability.

Nice To Haves

Preference will be given to candidates with prior experience in a school setting.

Responsibilities

Establish and maintain a safe, accessible, positive, and inviting office environment for all members of the school community.
Greet all visitors courteously, determine their needs, check appointments and direct/escort them to the proper person.
Maintain all legal documents pertaining to custody arrangements, restraining orders, etc.
Maintain confidentiality in accordance with Board policy, State and Federal laws for office, staff and student matters at all times.
Maintain and create necessary records using the student information system.
Create and submit, as necessary, reports using the student information system.
Classify, sort, and file correspondence, mail and other related data.
Compose and prepare requested reports and correspondence for building administration.
Convert source documents into computer-acceptable formats.
Maintain accurate and complete student, staff and/or administrative files.
Create corresponding letters and input appropriate information into the student information system.
Maintain records required by policy, regulations and the law.
Update handbooks and policy manuals.
Maintain current class lists and rosters.
Assist in the dissemination of various communication formats including email, phone chains, paper copies, and related materials.
Answer phones, take and route messages, and respond appropriately to requests for information.
Monitor and assist in the maintenance of office equipment.
Other related duties as assigned by the Administration.