Building Administrative Assistant

S CHOOL

D ISTRICT

49

B OARD

A PPROVED

J OB

D ESCRIPTION

Job

Title:

Building

Administrative

Assistant

Location:

Education

Reports

To:

Principal

Initial

Approval:

November

1,

2006

Revised:

July

8,

2021

Work

Year:

Extended

School

Year

FLSA

Status:

Non-Exempt

Pay

Schedule:

Educational

Support

Personnel

Range

9

POSITION

SUMMARY:

The

Building

Administrative

Assistant

assists

the

building

administrative

staff,

including

principal,

assistant

principal,

and

athletic

director

in

support

of

efficient

and

effective

operation

of

the

school.

ESSENTIAL

DUTIES

AND

RESPONSIBILITIES :

The

following

statements

of

essential

functions

and

responsibilities

are

intended

to

describe

the

general

nature

and

level

of

work

being

performed

by

individuals

assigned

to

this

position.

These

statements

are

not

intended

to

be

an

exhaustive

list

of

all

duties

and

responsibilities

required

of

all

personnel

within

this

position.

Actual

duties

and

responsibilities

may

vary

depending

on

building

assignment

and

other

factors.

Applies

appropriate

charges

for

class

fees,

due,

and

athletic

activity

fees,

in

the

district

database.

Collects

all

monies

for

all

activity

accounts.

Prepares

deposits

for

the

courier.

Acts

as

co-receptionist

for

all

school

visitors

and

telephone

callers.

Prepares

purchase

orders

for

supplies

for

all

areas

of

the

school.

Obtains

appropriate

authorization

from

the

building

principal.

Maintains

a

complete

record

of

all

purchase

requisitions

and

processed

purchase

orders.

Responsible

for

verification

of

received

merchandise

and

distribution

of

orders.

Verifies

purchase

orders

to

the

district

budget

detail.

Finance

liaison

to

building

principal.

Maintains

attendance

records

for

assigned

building

employees

to

include

verification

of

substitutes,

and

maintaining

a

monthly

balance

of

remaining

sick/personal/vacation

days.

Responsible

for

verification

of

monthly

classified

time

sheets

to

payroll.

Serves

as

an

assistant

to

the

administrative

staff.

Prepping

letters,

copying,

meeting

minutes,

preparing

reports

and

maintain

an

effective

record

keeping

system

Assists

substitute

teachers

and

substitute

support

staff

with

school

procedures.

Ensures

a

complete

substitute

folder

for

each

certified

teacher

is

available.

Trains

building

staff

on

office

policy

and

procedure

including

accounting,

postage,

voicemail,

copy

machine,

fax,

etc.

Coordinates

volunteer

help

and

maintains

record

of

attendance.

Responsible

for

school

newsletter

and

website

including

publishing,

mailing,

and

writing

administrative

information

articles.

To

perform

this

job

successfully,

an

individual

must

be

able

to

perform

each

essential

function

satisfactorily.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

essential

functions.

S CHOOL

D ISTRICT

49

B OARD

A PPROVED

J OB

D ESCRIPTION

Organizes

logistics

and

supports

the

facilitation

of

special

events.

Prepares

mass

mailing

and

coordinates

available

building

space.

Processes

and

maintains

records

for

petty

cash.

Submits

replenish

request

as

needed.

(Secondary

level

only).

Acts

as

a

backup

for

other

school

office

assistants

and

the

health

paraprofessional.

Oversees

overall

building

functions.

Performs

other

associated

duties

as

assigned.

Supervision

&

Technical

Responsibilities:

This

position

does

not

supervise

other

employees.

Budget

Responsibility:

This

position

does

not

have

any

direct

budget

responsibility.

QUALIFICATIONS

The

requirements

listed

below

are

representative

of

the

education,

experience,

knowledge,

skills,

and/or

abilities

required

for

this

position:

Education

&

Training:

High

School

Diploma

or

equivalent

Some

courses

related

to

accounting

or

business

preferred

Experience:

Two

to

three

years

of

secretarial

experience

Some

accounting

experience

in

a

public

education

setting

preferred

Knowledge,

Skills

&

Abilities

Oral

and

written

communication

skills.

English

language

skills.

Interpersonal

relations

skills.

Basic

math

and

accounting

skills.

Personal

computer,

keyboarding

and

word

processing

skills.

Customer

service

and

public

relations

skills.

Critical

thinking

and

problem

solving

skills.

Organizational

skills.

Ability

to

maintain

confidentiality

in

all

aspects

of

the

job.

Ability

to

manage

multiple

priorities

and

tasks

with

frequent

interruptions.

Ability

to

defuse

and

manage

volatile

and

stressful

situations.

Ability

to

work

with

adolescents.

Operating

knowledge

of

and

experience

with

various

software

packages

including

Microsoft

Office

and

Google

Suite.

Operating

knowledge

of

and

experience

with

general

office

equipment,

including

multi-line

phone

systems,

copier,

fax

machine,

postage

machine

equipment,

etc.

To

perform

this

job

successfully,

an

individual

must

be

able

to

perform

each

essential

function

satisfactorily.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

essential

functions.

S CHOOL

D ISTRICT

49

B OARD

A PPROVED

J OB

D ESCRIPTION

Certificates,

Licenses,

&

Registrations:

Criminal

background

check

required

for

hire.

CPR

and

First

Aid

certifications

preferred

at

hire.

OTHER

WORK

FACTORS

The

physical

demands,

work

environment

factors

and

mental

functions

described

herein

are

representative

of

those

that

must

be

met

by

an

employee

to

successfully

perform

the

essential

functions

of

this

job.

Physical

Demands:

While

performing

the

duties

of

this

job,

the

employee

is

occasionally

required

to

stand,

climb

or

balance,

stoop,

kneel,

crouch,

or

crawl,

and

smell.

The

employee

must

regularly

lift

and/or

move

up

to

25

pounds

frequently.

Work

Environment:

While

performing

the

duties

of

this

job,

the

employee

will

work

primarily

in

a

usual

office

or

school

environment.

However,

at

times

the

employee

is

occasionally

exposed

to

moving

mechanical

parts;

fumes

or

airborne

particles;

toxic

or

caustic

chemicals;

and

outdoor

weather

conditions.

Mental

Functions:

While

performing

the

duties

of

this

job,

the

employee

is

regularly

required

to

communicate,

compare,

analyze,

coordinate,

instruct,

evaluate,

and

use

interpersonal

skills.

Occasionally

required

to

compile,

copy,

compute

and

negotiate.

To

perform

this

job

successfully,

an

individual

must

be

able

to

perform

each

essential

function

satisfactorily.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

essential

functions.