Administrative Assistant Secondary (South Campus)

About the position

The Administrative Assistant is responsible for supporting the Principal and providing support to the administrative team and staff as needed. This position supervises front counter support including, but not limited to, answering phones, taking messages, directing calls, coordinating general office operations, and greeting and attending to visitors, staff, and student requests. The position will serve as a major program information resource as well as liaison between schools, departments, and the District office. The position answers questions and resolves conflicts involving students, parents, staff, and District personnel through knowledge of policies and general District rules and regulations.

Responsibilities

• Models exemplary service to students, staff, parents, and community members in all interactions.
• Oversees office staff (e.g., receptionists, clerks, registrars), volunteers, etc. for the purpose of ensuring appropriate procedures are followed and/or meeting work demands.
• Monitors assigned activities and/or program components for the purpose of coordinating activities and ensuring compliance with established requirements.
• Compiles data from a variety of sources (e.g., curriculum reports, financial reports, agenda items, budget, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Composes documents (e.g., letters, memoranda, bulletins, reports, forms, etc.) for the purpose of documenting events, providing and/or requesting information.
• Coordinates a variety of programs and/or activities (e.g., meetings, after school, site in-service day activities, workshops, travel and accommodations, observations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Maintains documents, files, and records (confidential and non-confidential) (e.g., policy manuals, correspondence, financial reports, student records, etc.) for the purpose of providing up-to-date reference and audit trail for compliance.
• Maintain a daily team member's attendance log and records for managing substitute or temporary employees.
• Manages personnel timesheets and monitors personnel time records to include sick leave, vacation, and special requests.
• Responds to inquiries from a variety of internal and external parties (e.g., staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.
• Completes any additional assignments requested by the assigned supervisor and/or Superintendent.
• Ability to work under stressful situations and tight timelines.
• Submit orders for the office and work with vendors.
• Arrange travel for the principal and staff.
• Organized Professional Development logistics.

Requirements

• High School diploma or equivalent.
• Associates degree is highly preferred.
• Minimum 5 years of administrative experience.
• Must be able to use personal computer and demonstrate proficiency in related software (Microsoft Word, Excel, PowerPoint, Access, Outlook, and Publisher) in performing job duties.
• Bilingual in Spanish is highly preferred.