Administrative Assistant to Principal

Scotts Valley Unified School District•Scotts Valley, CA

63d

About The Position

Scotts Valley Unified School District provides every student with educational and social learning opportunities so they can develop their skills and thrive in a modern world. We are small, comprehensive public school district in the beautiful redwood mountains, located 5 minutes from Santa Cruz and 20 minutes from San Jose. The district is comprised of 4 schools - two elementary, a middle school, and a high school, and our total enrollment is about 2100 students. We celebrate diversity and are committed to creating an inclusive environment for all employees. District programs and activities shall be free from discrimination, harassment, intimidation and bullying based on any characteristic identified in Education Code 220, Board Policy 4033, Penal Code or Government Code. Basic Function: Under the direction of the Principal, perform responsible secretarial work in the overall operation of the school; assist the Principal with routine and administrative detail to assure the smooth clerical operation of the school. Representative Duties:

Requirements

Organization, rules, regulations and programs related to the school.
Modern office practices, procedures and equipment.
Applicable sections of State Education Code and other applicable laws.
Basic financial and statistical record-keeping techniques.
Basic budget monitoring and control.
Telephone techniques and etiquette.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Perform skilled-level secretarial duties requiring independent judgment and analysis.
Operate a computer terminal and data entry techniques including word processing, database and spreadsheet skills.
Plan, organize and coordinate office activities and communications to relieve the Principal of routine administrative and clerical details.
Work independently with little direction.
Analyze situations accurately and adopt an effective course of action.
Compose independently or from oral instructions letters, memos, bulletins or other material.
Interpret, apply and explain rules, regulations, policies and procedures.
Maintain records and prepare reports.
Communicate effectively both orally and in writing.
Meet schedules and time lines.
Add, subtract, multiply and divide quickly and accurately.
Establish and maintain cooperative and effective working relationships with others.
Any combination equivalent to: graduation from high school and five years of broad and varied secretarial experience, preferably including some experience in a school district.

Responsibilities

Provide administrative assistance to the Principal by performing administrative detail in the overall operation of the school.
Perform a wide variety of responsible secretarial and clerical works, including typing of letters, memoranda, bulletins and reports, screening and distribution of mail, maintenance of school files, inventory of supplies, equipment and furniture and other duties as directed by the principal.
Prepare and maintain staff and student confidential information.
Make routine administrative decisions based upon knowledge of school and District regulations and procedures.
Maintain school budget; reconcile expenditures to District reports; assure proper account classification for expenditures; initiate budget transfer requests as directed.
Receive and screen telephone calls and visitors, and take appropriate action; handle routine problems with parents and public.
Maintain staff attendance records and arrange for substitutes when required; conduct substitute’s orientation and assist with substitute arrangements and issues.
Schedule school and community groups to utilize school facilities for special programs and maintain accurate records of building and ground use; maintain school master calendar.
Coordinate student insurance, pictures, health screening, assemblies or other programs.
Prepare agendas, coordinate and take minutes at required meetings and prepare them for distribution; conduct research and produce reports for school personnel as directed by the principal.
Create, maintain, update and revise forms for use in the operation of the school.
Train and provide work direction and guidance to clerical staff and others.
Administer basic first aid according to District policies and procedures; dispense medication according to physician instructions.
Compose correspondence or reports as necessary.
Provide information to parents on matters of student welfare as directed.
Assist in recording student tardiness and student attendance using a computer system as needed; register new students.
Operate, maintain and make minor repairs to office equipment and oversee use of office equipment by other employees; provide training as needed; maintain copy machine accounts.
Order site supplies and equipment.
Coordinate between maintenance personnel and site; record maintenance problems and type maintenance requisitions.
Maintain control of staff keys and dispense keys to substitutes and others.
Prepare and distribute mailings to parents and the community.
Make arrangements and reservations for administrators and staff members for meetings and conferences.
Coordinate, schedule and assist personnel who work on special projects on site.
Assist in the coordination of District testing programs.
Monitor behavior of students referred for discipline.
Perform related duties as assigned in an emergency.