Administrative Assistant, (Senior)

The School District of Lee County•Cape Coral, FL

21h•Onsite

About The Position

This position is responsible for organizing and maintaining an efficient office that handles a variety of tasks for the administration, faculty, students, and parents of the school. The role involves greeting visitors, answering telephone calls, distributing mail, handling correspondence, maintaining filing systems, preparing reports, ordering supplies, performing secretarial and bookkeeping functions, and assisting with school functions and administrative operations. The Administrative Assistant will also be responsible for maintaining confidentiality of records, coordinating with outside agencies, and potentially performing Medicaid administrative claims reimbursable activities and serving as backup to clinic staff.

Requirements

Associate’s degree.
Two (2) years of office experience.
Clear and concise oral and written communication skills.
Organizational and management skills.
Knowledge of general policies and procedures for the functional area of assignment.
Knowledge of HIPAA, Public Records, Sunshine Law, FERPA, and other laws/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 professionally and effectively respond to customer needs and requests for service or assistance.
Ability to work both independently and as a member of a team in a fast-paced environment, multi-task, and remain organized to complete time-sensitive jobs on or before deadline.
Ability to sit or stand in one position for a prolonged period of time.

Nice To Haves

Experience managing business/department functions.
Four (4) years of secretarial experience.
Relevant work experience or education may be substituted to satisfy minimum qualifications.

Responsibilities

Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students and parents of the school.
Greet visitors, and answer telephone calls in a pleasant and efficient manner, and communicate effectively in routine, sensitive and confidential matters.
Distribute mail and handle correspondence of the office, responding to routine requests for information, and transcribing, typing and proofreading letters and responses.
Maintain efficient and well organized electronic and paper data collection and filing systems.
Maintain attendance data for each staff member, recording 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 confidentiality of records and information about students and staff, and use discretion when sharing any such information with legal confines.
Assist the Principal or designee in the preparation of reports and documents by creating graphics and displays, using computer and data management, creating an attractive presentation, copying, collating, and distributing final products.
Prepare, organize, and maintain the school’s activity and event calendar and distribute as required.
Establish office procedures and train and coordinate duties of clerical office personnel, students, and volunteers.
Complete all personnel and payroll processing of new/terminated employees or employees requiring changes.
Organize school functions as assigned.
Arrange appointments and maintain a schedule for the Principal or designee and assigned staff.
Work with the Principal, teachers, other office staff, and support personnel in carrying out the day-to-day office and administrative operations necessary for the smooth functioning of the school.
Create and maintain a clean, attractive, orderly, safe and efficient office environment.
Coordinate and assist with compliance of outside agencies to assist 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 the Clinic staff as required.