School Administrative Assistant #223 Cleveland School

Stockton Unified School District•Stockton, CA

4d•Onsite

About The Position

Under the direction of an administrator, the School Administrative Assistant performs a wide range of responsible secretarial and administrative duties to support efficient school office operations and relieve the administrator of administrative detail. The position serves as secretary to the administrator and coordinates communications among administrators, District and site personnel, parents, students, and the public. It also provides technical guidance and support to lower-level clerical staff. The role maintains and accounts for Average Daily Attendance (ADA) and other attendance records and reports in accordance with established requirements. Additional duties include maintaining student information and records, providing basic first aid and screening ill or injured students under applicable laws and District procedures, and performing related duties as assigned. The stated work hours are 7:00 a.m. to 3:30 p.m. The position works in an indoor environment.

Requirements

High school graduation and three years of increasingly responsible secretarial experience, or an equivalent combination of education, training, and experience; school district experience is preferred.
Valid First Aid and CPR certificate issued by an authorized agency within 60 days of employment.
Valid typing certificate demonstrating 50 words per minute. The certificate must be from SUSD School for Adults and dated within the past five years; satisfactory typing testing is required by the application closing date.
Ability to type or enter data at 50 words per minute from clear copy.
Knowledge of school-office terminology and procedures, modern office practices and equipment, applicable laws and regulations, recordkeeping and report preparation, attendance policies and accounting, business writing and proofreading, telephone etiquette, communication, English usage, interpersonal skills, computer software, first aid and CPR, basic mathematics, and District health and safety regulations.
Ability to perform responsible secretarial and administrative duties; coordinate communications; interpret and explain applicable rules and procedures; answer phones and greet the public courteously; compose correspondence; work independently; maintain records; organize work; train and direct others; compile and verify data; work amid interruptions; operate office equipment; communicate effectively; and maintain cooperative relationships.
Ability to respond appropriately to emergencies, assist with first aid and CPR, screen students for health and safety concerns, observe health and safety regulations, maintain accurate records, perform mathematical calculations, handle confidential student records discreetly, and carry out attendance-accounting duties.
Ability to enter data into a computer terminal or typewriter and operate standard office equipment; sit for extended periods; see and read screens and printed materials; hear and understand speech in person and on the telephone; lift or carry up to 25 pounds at waist height for short distances; bend at the waist; reach overhead, above the shoulders, and horizontally; and grasp and push or pull.

Nice To Haves

Secretarial experience in a school district setting.

Responsibilities

Perform secretarial and administrative duties to support efficient school office operations and relieve the administrator of administrative detail while protecting confidential information.
Serve as secretary to the administrator; coordinate communications; schedule appointments, meetings, conferences, and events; maintain the master calendar; compose correspondence; and respond to information requests under District and office policies.
Receive and assist visitors, screen telephone calls, relay messages, provide information about District policies and procedures, resolve routine issues, and refer difficult matters to the administrator.
Enter and update information in computer systems, generate records and reports, verify data accuracy, and ensure timely distribution and receipt of records and reports.
Maintain the SASI student database, including student enrollment and transfers, class assignments, teacher and course files, schedules, grade entry, and program changes.
Oversee computerized daily student attendance accounting; prepare monthly attendance and enrollment reports; scan or enter attendance records; and maintain permanent grade records and other student records.
Prepare student accident reports and process employee accident reports, including follow-up with the Risk Management Office.
Type, duplicate, and process letters, forms, memoranda, requisitions, newsletters, lists, flyers, bulletins, and applications.
Compile and maintain logs, files, records, and reports concerning students, finances, operations, personnel, health activities, emergency drills, attendance, and incidents; maintain staff attendance records and submit reports as assigned.
Operate office equipment and assigned software, and arrange equipment repairs as needed.
Receive, sort, and distribute mail; prepare and distribute informational packets and bulk mailings.
Attend assigned meetings, take notes, and prepare minutes.
Organize budget and financial materials, maintain fiscal and statistical records, monitor expenditures against budget guidelines, and maintain related records.
Monitor, order, receive, maintain, and distribute office and classroom supplies and materials.
Administer or assist with basic first aid; notify parents of ill or injured students; help maintain the health office; manage first-aid supplies; assist with medication administration and recordkeeping under District protocol; and perform assigned health procedures as trained.
Obtain substitute teachers as needed, ensure staff coverage, and maintain timesheets and related records.
Maintain, distribute, and account for school-site keys and request keys as needed.
Collect fees and other monies, maintain auditable records, reconcile assigned accounts, and make bank deposits as requested.
Coordinate field trips as requested.
Provide work direction to other office personnel as assigned.
Maintain regular and prompt attendance in the workplace.
Perform related duties as assigned or in the absence of other office personnel.