Administrative Assistant - Hoover Elementary School

Elementary School Administrative Assistant Salary$36,783.90 - $41,354.57 In accordance with the Melrose Public Schools Unit A Salary Schedule. Qualifications:

• Any combination of training and/or experience which demonstrates ability to perform the duties as described, but not less than three years total
• Experience working at a school site is desirable
• Skilled in using technology, office software, and websites
• Excellent organizational skills, ability to work independently and maintain a high degree of confidentiality
• Successful completion of a criminal record (C.O.R.I.) check and fingerprint check.
• Completion of postsecondary business school or college preferred
• Such alternatives to the above qualifications as the Superintendent and/or his/her designee may find appropriate

Reports To: Building Principal Job Goal: To assure the smooth and efficient operation of the school office so that the maximum positive impact on the education of children can be realized. Work Year: Ten months Salary/Benefits: In accordance with Melrose Association of School Secretaries'' contract Performance Responsibilities: Recordkeeping/Database Management

• Responsible for implementing and maintaining all office and school recordkeeping systems
• Maintains a comprehensive student database
• Uses both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information;
• Completes forms which include purchase orders, online supply orders, timesheets, evaluation forms, enrollment cards, rosters and other related forms;
• Creates and maintains student files
• Maintains records for teacher and school budgets, student body funds, attendance, and other related records as needed

Document Preparation

• Prepares, creates, and composes letters, reports, bulletins, and other documents for the school or instructional programs, using current technology
• Maintains and monitors school''s website and social media accounts at the direction of the principal.
• Answers routine correspondence for the administrator
• Prepares documents from rough draft, notes, recordings, or oral instructions
• Prepares reports from confidential records
• Operates computer and standard office equipment
• May provide technical support to staff

Communication/Personnel Services

• Acts as liaison between the school site and the general public by conveying information concerning rules, regulations, policies, and laws
• Greets and directs visitors
• Addresses standard inquiries by letter, phone, e-mail, fax or personal contact
• Maintains internal communication system insuring instructional and support personnel are kept informed of needed information
• Coordinates the transfer of information between site/program and outside agencies and districts
• Interacts with and assists students when necessary
• Assists students and parents/guardians by explaining and enforcing school site requirements
• Communicates as necessary with supervisor
• Maintains confidentiality of records
• Receives training and administers minor first aid

Site / Program Support

• Ensures that appropriate calendars of activities are maintained for the school including parent conferences, Individualized Education Plan (IEP) meetings, school visitors, and other meetings
• Assists in the process of transitioning new students
• Generates daily substitute list
• May assist, when required, in arranging and scheduling substitute and temporary employees for the school
• Greets substitutes and assists with directions and questions
• Assists administrator and other staff in planning and preparing for staff meetings, in-services, conferences, and workshops
• Participate on Building Crisis Team
• Assists in the development of office procedures
• Ensures that appropriate security and safety policies and procedures are followed within the office and the building
• Orders supplies and equipment for school/program insuring adequate levels are maintained.
• Performs other related duties as assigned by Administration

Essential Functions of the Job: Must possess the ability to:

• Operate standard office equipment
• Accurately prepare, create, edit, and design memos, reports, letters, and other documents
• Maintain complex databases and management information systems
• Learn new software applications
• Communicate effectively in oral and written form
• Utilize time management techniques to organize and prioritize work
• Maintain confidentiality of student and program information
• Work cooperatively and effectively with students, parents/guardians, administrators, and the general public

Specialty Areas: Must possess:

• Knowledge of standard clerical procedures and office operations, English grammar, punctuation, and spelling
• Business formatting of documents
• Standard software applications including office, internet, and database programs
• Standard types of office filing systems
• Proper telephone etiquette
• Knowledge of school and school district policies and procedures
• Familiarity with student records laws and regulations

Physical and Environmental Demands: The physical and environmental demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to function in a normal office environment.
• Ability to move freely about the building.
• Ability to operate and spend extended time using computer, telephone and other office equipment.