Position Goal

The Administrative Assistant works under the supervision of the Principal to manage the school office and provide an efficient, organized office operation. The School Secretary schedules appointments, prepares reports, correspondence, purchase requisitions, work orders, and otherwise relieves the Principal of clerical work and minor administrative and business details by performing the following duties.   

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or GED required.
• Experience in a public school setting to support processes in the areas of student information record systems, student discipline, report preparation, correspondence, purchasing procedures, etc.
• Must be eligible to be a Notary Public.
• Demonstrated general clerical and computer/word processing skills, including experience with MS Windows and Microsoft Office products and applications.
• Demonstrate professionalism in attitude, dress and office demeanor.
• Proficiency in responding to internal and external inquiries via telephone, fax, e-mail, and written correspondence.
• Demonstrated knowledge of general office procedures and utilization of office equipment.
• Possess good organizational and planning skills.
• Positive communication skills in dealing with students, parents, employees, and the community.
• Familiarity with legalities concerning confidentiality of records and information.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Demonstrate positive interpersonal interactions with all school staff, district office personnel, parents, and visitors.

2. Establish and maintain good rapport with students, parents, staff, and community.

3. Respond to parent and community inquiries regarding general school and district information.

4. Organize and maintain teacher and staff schedules, including absences, as directed.  

5. Schedule appointments and meetings; arrange travel schedules and reservations for Principal.

6. Read and respond to or route incoming mail. Prepare outgoing mail.

7. Compose and send routine correspondence; make copies of correspondence or other printed materials and file appropriately.

8. Prepare and distribute school or parent notices and other written material requiring a variety of information on general or specific school/district policies and procedures.

9. Maintain effective communication between school, district office administration, and staff related to operation of school, including problem-solving.

10. Maintain security of student records and confidentiality of student information.

11. Maintain an inventory of office machines, textbooks, supplies, and other needed equipment.

12. Prepare purchase requisitions and work orders.

13. Account for and maintain written and computer records of building budgets, student activity account, and other funds received by the school or school departments.

14. Compile information and prepare reports.

15. Assist with new employee orientation, acquainting them with facilities, school policies, procedures, and processes.

16. Greet and assist substitute teachers regarding assignments. Arrange coverage when no substitute is available.

17. Prepare, copy, and distribute monthly school newsletter.

18. Maintain school master calendar.

19. Provide back-up support to other office staff as needed.

20. Monitor school-wide communications via walkie-talkie usage.

21. Facilitate student registration and withdrawal paperwork. Maintain accurate, appropriate records and files for all students. Authorized to sign student withdrawal forms.

22. Request and mail student records as required.

23. Maintain archival student records as required by the USFR.

24. Maintain school inventory and coordinate with District warehouse.

25. Order and distribute supplies to departments and teachers.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms, stand, bend, stoop, kneel, or crouch. The employee is required to lift and carry up to 25 pounds. The employee is frequently required to sit.  

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties may require employee to be exposed to outside weather conditions including extreme heat or cold, wind and rain. High humidity and/or dusty conditions may also be present.

The noise level in the work environment is usually moderate.

Prepared: September 2007

Salary Schedule: Support Staff Initial Salary Placement Range 111

Benefits: Per District Policy

Evaluation: Annual

Contract: 12 months                                                     

Hours: Full-time 8 Hours per Day

Reports to: Principal                                                    

FLSA Status: Non-Exempt

J.O. Combs Unified School District #44 does not discriminate on the basis of race, color, religion, national origin, sex, disability, age or sexual orientation in admission and access to its programs, services, activities, or in any aspect of their operations and provides equal access to the Boy Scouts and other designated youth groups. J.O. Combs Unified School District #44 also does not discriminate in its hiring or employment practices. The following employees have been designated to handle inquiries regarding the nondiscrimination policies: Compliance Officer for Title IX , Assistant Superintendent, Human Resources, 43371 N Kenworthy Road, San Tan Valley, AZ 85140 or 480-987-5318 and Compliance Officer for Section 504/ADA, Director of Student Services, 43371 N Kenworthy Road, San Tan Valley, AZ 85140 or 480-987-5300

J.O. Combs Unified School District #44 no discrimina en base a la raza, el color, la religión, el origen nacional, el sexo, la discapacidad, la edad, o la orientación sexual para la admisión y su acceso a sus programas, servicios, actividades, o en cualquier aspecto de sus operaciones y proporciona un acceso igualitario a los Boys Scouts y otro grupos de jóvenes designados. J.O. Combs Unified School District #44 tampoco discrimina en sus prácticas de empleo y contratación. Los siguientes empleados han sido designados para manejar las preguntas en cuanto a las polízas de no discriminación: Funcionario de Cumplimiento de Título IX, Asistente Superintendente, 43371 N Kenworthy Road, San Tan Valley, AZ 85140 or 480-987-5318 and Funcionario de Cumplimiento para la Sección 504/ADA, Director de Servicios Estudiantiles, 43371 N Kenworthy Road, San Tan Valley, AZ 85140 or 480-987-5300.