School Administrative Assistant/Secretary

Scott County School District•Georgetown, KY

8h•Onsite

About The Position

Under general supervision, to perform specialized and responsible clerical and secretarial functions in an elementary school, middle school, continuation high school and in special school settings; to relieve the school administrator of clerical detail and to perform routine administrative aide functions; and to do other related work as required. Reasonable accommodation may be made to enable an otherwise qualified person with a disability to perform the essential functions of the job. Essential job functions are the fundamental duties of a position: the things a person holding the job must be able to do.

Requirements

Knowledge of organization and coordination practices, methods and techniques of above average to complex clerical functions.
Knowledge of modern office methods and equipment, including micro-computers, computer terminals.
Knowledge of automated record management and filing systems, receptionist and telephone techniques, correspondence and report writing.
Knowledge of English usage, grammar, spelling, and punctuation.
Knowledge of basic first aid methods, procedures and techniques.
Ability to interpret and apply legal mandates, policies, rules and regulations, and operational procedures pertaining to a school operation.
Ability to effectively and efficiently operate computer terminals and micro-computers, and utilize application software.
Ability to compose correspondence independently.
Ability to establish and maintain comprehensive and accurate files and records, and prepare concise and complete reports as required.
Ability to type or keyboard at a net corrected speed of 50 words per minute.
Ability to make arithmetical calculations with speed and accuracy.
Ability to understand and carry out oral and written directions.
Ability to establish and maintain cooperative working relationships.
Two years of responsible and varied secretarial and clerical experience, preferably including one year of clerical experience in an educational organization.
Equivalent to the completion of the twelfth grade, including or supplemented by coursework in shorthand, typing, data entry, office management, or other related skill areas.

Responsibilities

Serve as a personal secretary and office management aide.
Review and screen incoming correspondence and communications routed to the school administrator.
Refer specific communications or correspondence to appropriate staff members for the gathering of data for the administrator's review.
Initiate follow-up activities to ensure that the operational time lines are met.
Arrange correspondence for supervisor's personal reply with appropriate background materials.
Independently or in accordance with general instructions, compose correspondence concerning a wide range of subjects requiring a thorough knowledge of policies, regulations, and operational procedures.
Review outgoing correspondence and other materials to ensure consistency with policies, regulations, operational procedures, formatting, grammatical construction, and punctuation.
May take notes of meetings and conferences, and prepare an accurate summary.
May take and transcribe dictation pertaining to a wide variety of subject areas, including materials that may be of a privileged or sensitive nature.
Serve as an administrative aide by receiving and responding to inquiries from either office visitors or from telephone contacts.
Prepare input data for a computerized record management, storage, and retrieval system, and utilize the output reports in the office operational functions.
Requisition, order and maintain an adequate inventory of supplies and instructional materials.
Maintain a variety of records and files, which may include student, personnel, budget, expenditure, payroll, and a variety of other related records and files.
Schedule and organize the clerical functions of the office.
Provide input concerning the technical evaluation of the other clerical staff.
May assist in the scheduling of school facilities.
Assist with budget planning and expenditure control.
Comply with applicable state and federal law as well as local policies and procedures.
Others duties as assigned.