Administrative Assistant DEPARTMENT: | Academy | REPORTS TO: | Principal | WORK SCHEDULE: | Annual | COMPENSATION: | $40,520 - $53,046 | FULL/PART TIME: | Full Time | FLSA STATUS: | Exempt/Non-Exempt |
Position Description The Administrative Assistant role will handle daily administrative tasks to ensure smooth office operations and maintain a positive work environment. Responsibilities include organizing and updating both physical and electronic filing systems for easy access, managing office inventory, and ensuring proper stock levels. Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization. Oversees office equipment maintenance, manages substitute timecards, and ensures substitute coverage for teacher absences. This position will also provide general administrative support, coordinate projects, and assist in the planning and execution of meetings or events while staying current with office technologies. Task Title | Essential Job Functions | Percent of Time Spent | Office Management and Administration | - Handle daily administrative tasks, ensure smooth office functioning, and maintain a positive work environment.
- Organize and update paper or electronic filing systems, ensuring easy accessibility and accuracy of documents.
- Order and dispense supplies, manage inventory, and ensure adequate stock levels.
- Operate and maintain office equipment (e.g., copiers, fax machines, phones), arrange repairs when necessary.
- Assist with various administrative tasks as needed, such as photocopying, scanning, and filing.
- Sorts and distributes mail; drafts written responses or replies by phone or e-mail when necessary.
- Acts as a liaison with other academies/departments and outside agencies, when necessary.
| 45% | Substitute Services | - Monitor and manage substitute timecards.
- Facilitate communication between Drew Charter employees and substitutes.
- Correct time punch errors.
- Manager and organize substitute coverage for teacher absences.
| 45% | Project Management and Support | - Contribute to team efforts, assist with project coordination, and provide administrative support as needed.
- Creates or develops visual presentations for supervisor as needed.
- Plan and organize conferences, meetings, or special events, ensuring successful execution.
- Create, update, and manage databases to store and retrieve information efficiently.
- Stay updated with office technologies and learn to operate new systems as they are introduced.
| 10% | Other | Other duties as assigned. | |
The intent of this job description is to provide a representative description of the types of duties and responsibilities required for this position. Employees may be asked to perform other job-related duties as assigned. Supervisory Responsibilities - Supervisory Responsibility: None.
- Supervisory Activities: None.
- Budget Signing Authority: No budget signing authority.
- Decision-making Authority: Decisions impact a small team or program.
Qualifications Required - Education: High School Diploma or GED.
- Certificates, Certifications, or Other Training: CPR and First Aid Certification.
- Previous Work-Related Experience: 1-3 years work-related experience is required.
Preferred Knowledge & Skills Knowledge - Business & Management Knowledge:
- Administrative: Administrative and office procedures, functions and basic office tasks.
- Operations and Technology Knowledge:
- Computers/IT: Electronic equipment, and computer hardware and software, including applications and programming.
- Customer and Personal Service: Principles and processes for providing customer and personal services.
- Human Resources: Recruitment, selection, compensation and benefits, labor relations, and HR information systems.
- Safety and Legal Knowledge:
- Safety/Security: Equipment, policies, and procedures for the protection of people, data, property, and the organization.
- Law/Government: Local, state, and national laws and government regulations.
Skills - Constantly (More than 5.6 hours or 69% of the day): Reading Comprehension, Time Management
- Frequently (Between 2.6 hours and 5.5 hours or 33% to 68% of the day): Speaking, Writing, Active Listening, Service Orientation, Social Perceptiveness
- Occasionally (Up to 2.5 hours or 32% of the day): Active Learning, Critical Thinking, Monitoring, Coordination, Complex Problem Solving, Judgement/Decision-Making, Operation and Control, Operation Monitoring, Troubleshooting
- Rarely (Less than 1 hour or 12% of the day): Mathematics, Learning Strategies, Management of Personnel Resources, Negotiation, Persuasion, Systems Analysis, Systems Evaluation, Equipment Maintenance, Equipment Selection, Quality Control Analysis
Work Environment and Physical Demands Physical Activities/Sensory Abilities Body Positioning, Physical Activities, and Sensory Abilities: - Constantly (more than 5.6 hours or 69% of the day): Sitting
- Frequently (Between 2.6 hours and 5.5 hours or 33% to 68% of the day): Finger Dexterity, Multi-limb Coordination, Repetitive Motion, Hearing
- Occasionally (Up to 2.5 hours or 32% of the day): Crouching/Kneeling
- Rarely: (Less than 1 hour or 12% of the day): Standing, Walking, Carrying/Lifting, Climbing, Reaching, Color Vision
Mental and Psychological Demands: - Medium demands: The job requires some mental effort and involves moderate levels of stress (e.g., Occasional need to deal with difficult customers or manage emotions when interacting with others, sometimes work under tight deadlines, limited or no exposure to public criticism, occasionally requires extended periods of concentration on complex tasks).
Work Type/Physical Demands - Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Working Environment - Everyday risk and discomfort level: The environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, residences, or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated.
EEO Statement Charles R. Drew Charter School is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, national origin, age, disability, or sex, including pregnancy, sexual orientation, and gender identity and other characteristics protected by law.
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