Administrative Assistant, (Senior)

The School District of Lee County•Fort Myers, FL

About The Position

The Administrative Assistant organizes and maintains an efficient office serving the school’s administration, faculty, students, and parents. The role handles routine, sensitive, and confidential communications; maintains attendance, payroll, personnel, records, and filing systems; and supports the Principal or designee and staff with scheduling, reports, school activities, and daily administrative operations. The position also helps establish office procedures, train and coordinate clerical personnel, students, and volunteers, maintain a safe and orderly office, support coordination with outside agencies, perform directed Medicaid administrative claims activities, and provide backup to Clinic staff as required.

Requirements

Associate’s degree.
Two years of office experience.
Clear and concise oral and written communication skills.
Organizational and management skills.
Knowledge of general policies and procedures for the assigned functional area.
Knowledge of HIPAA, Public Records, Sunshine Law, FERPA, and other laws and regulations related to student and employee privacy, public information, and records retention.
Knowledge of and experience with industry-standard equipment, materials, practices, computers, and applications.
Ability to respond professionally and effectively to customer needs and requests for service or assistance.
Ability to work independently and as part of a team in a fast-paced environment, multitask, stay organized, and complete time-sensitive jobs by their deadlines.
Ability to sit or stand in one position for a prolonged period.

Nice To Haves

Experience managing business or department functions.
Four years of secretarial experience.
Relevant work experience or education may be substituted to satisfy minimum qualifications.

Responsibilities

Organize and maintain an efficient office serving administration, faculty, students, and parents.
Greet visitors and answer telephone calls pleasantly and efficiently; communicate about routine, sensitive, and confidential matters.
Distribute mail, handle office correspondence, respond to routine information requests, and transcribe, type, and proofread letters and responses.
Maintain organized electronic and paper data collection and filing systems.
Record staff attendance, absences, substitutes, and other required information; prepare attendance reports coordinated with payroll data as required.
Order and maintain office supplies.
Perform complex and confidential secretarial and bookkeeping functions.
Protect the confidentiality of student and staff records and information, using discretion when sharing information within legal limits.
Assist the Principal or designee with reports and documents, including creating graphics and displays, preparing presentations, and copying, collating, and distributing final products.
Prepare, organize, and maintain the school activity and event calendar and distribute it as required.
Establish office procedures and train and coordinate duties of clerical office personnel, students, and volunteers.
Process personnel and payroll matters for new or terminated employees and employees requiring changes.
Organize school functions as assigned.
Arrange appointments and maintain schedules for the Principal or designee and assigned staff.
Work with the Principal, teachers, office staff, and support personnel on day-to-day office and administrative operations.
Maintain a clean, attractive, orderly, safe, and efficient office environment.
Coordinate and assist with compliance of outside agencies supporting teachers, students, and parents.
Perform Medicaid administrative claims reimbursable activities as directed in accordance with Chapter 3 of the federally approved School District Administrative Claiming (SDAC) Guide.
Serve as backup to Clinic staff as required.