Administrative Assistant - Building Administrator

This position is to provide secretarial and office management support, and to perform a variety of reception, record-keeping, safety and clerical tasks. Provide direct support to supervisor by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, scheduling, and bookkeeping; and deliver services to students, staff, or parents. Perform clerical duties, which require in-depth knowledge of computer operations and a high degree of confidentiality.

ESSENTIAL JOB FUNCTIONS

A. Customer Service

• Answers, screens and directs telephone calls. Takes and relays messages. Greets and directs visitors.
• Provides information to visitors and callers or directs questions to appropriate people.
• Ensure safety protocols are followed with regards to visitor sign in, visitor and sub ID badges and authorized adults picking up students.
• Communicate with staff, students, parents, and the public.
• May provide building tours and promote the District to visiting families.

B. Clerical Duties

• Types correspondence, memos, reports, forms and other materials from written and oral instructions. May compose routine correspondence, memos, reports, etc.
• Works under the direction of Building Administrator to assist with student, staff, and parent needs; and to complete the assigned duties of the Building Administrator.
• Use computers to enter, access or retrieve educational data or information; maintain educational records reports, or files.
• Perform clerical duties including copying, word processing, and data entry; and use office machines to prepare materials or resources.
• Maintain accuracy of Infinite Campus & Skyward database and WISEdata and compile statistical reports for School Performance Report and Student Enrollment reports for Wisconsin DPI.
• Utilizes building financial and student database systems.
• Processes invoices and requisitions. May maintain petty cash or activity accounts.
• Enters purchase orders and reconciles P-cards.
• Orders office and other administrative supplies as budgeted and verifies orders received.
• Maintain a confidential working relationship with building administrator including preparing employee evaluations and/or other confidential correspondence.
• Make routine decisions in the building administrator's absence as authorized by the building administrator.
• Updates school events and building use calendar.
• May issue student work permits and/or serve as notary.
• May prepare materials for and work registration events.
• May generate student and/or staff class schedules.
• Maintains files for school/department programs and student information.
• Serves as a role model by demonstrating a positive attitude, timeliness, commitment to quality and strong work habits, and support for building/district programs.
• Maintains confidentiality of student and staff information.
• Stay abreast of district news through staff bulletins, email messages, etc.
• Follow district and school policies, guidelines, administrative regulations, and the employee handbook.
• Serve as a positive role model for staff and to help instill the belief in and practice of ethical principles and democratic values.
• Perform other duties within the scope of employment and certification as assigned.

The following duties are normal for this classification. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.