Scheduling Admin Assistant

State of Montana•Great Falls, MT

About The Position

The purpose of this job is to assist the school administration with maintaining a safe and orderly school environment. This mainly includes making sure classrooms are covered by school staff throughout the day as situations arise. This position will also be responsible for conducting data analysis on data provided by the administration. The data will be used to make educational decisions and an annual report for the school. Position is scheduled for 185 days per year. Should be willing to begin at 5:30 AM to accommodate getting substitutes. Workday consist of 8 hour days.

Requirements

Candidate should be able to multi-task in a fast paced environment.
Flexibility and attention to detail along with strong computer skills are required for this position.
Considerable knowledge of office practices and procedures
Proficiency in spelling, grammar and composition
The candidate should have the ability to communicate effectively verbally, in writing and in sign language.
The ability to establish and maintain effective working relationships with students, staff, other education agencies, and the general public is required.
Proficiency in American Sign Language or manual communication is desired, but not required at entry level; this skill needs to be continually developed throughout tenure.

Nice To Haves

One year of secretarial coursework through a college or vocational-technical center preferred.
Minimum of three years’ experience in secretarial or general office work preferred.
Preference will be given to experience in a school or educational setting.
sign language skills desired.

Responsibilities

Maintaining Daily Staff Schedule
Schedules substitutes and adjusts schedules throughout the day consistent with approved leave requests forms for absences.
Schedule substitutes for absences reported by staff after the close of school hours.
Composes daily morning texts to paraprofessionals and subs with planned schedules for the day.
Records and prepares log of all staff leave hours to be used bimonthly for pay periods and annually for staff reviews along with managing the staff leave request Google calendar.
Maintains a “Staff Attendance” Google Sheet throughout the day that reflects who is absent and what coverage plans have been arranged.
Maintains a log of substitute hours worked for each biweekly pay period.
Records and prepares log of all staff leave hours to be used biweekly for pay periods and annually for staff reviews along with managing the staff leave request Google calendar.
Prints timesheets and collates leave requests for each biweekly pay period and assists principal in ensuring that all necessary paperwork for each pay period is collected.
Releases and admits students to the Infirmary, to their parents, and/or others as authorized by appropriate school personnel.
Transports students as assigned.
Assists Principal in monitoring student(s) as needed.
Compiles data from the back to school paperwork. Works with the staff (Head Nurse, Principal) in collecting missing data.
Prepares correspondence, reports and letters for various staff in the Education Department as well as maintaining various files/logs for the Principal
Assists Education Secretary with routine phone duties, including routing of calls to appropriate staff and taking messages.
Assists Education Secretary with greeting visitors and guests and assists them in locating their contact person(s).