School Administrative Assistant - 8 hrs. per day/5 days per week

POSITION: Administrative Assistant - Delhi Middle School - 8 hrs per day/ 5 days per week

FILING DEADLINE: Until Filled

TERMS OF EMPLOYMENT: 248 Days per year. Salary per secretary salary schedule.

OAK HILLS LOCAL SCHOOL DISTRICT

JOB DESCRIPTION

JOB TITLE: ELEMENTARY, MIDDLE & HIGH SCHOOL SECRETARY

REPORTS TO: Assigned administrator/supervisor

JOB OBJECTIVE: Performs secretarial duties that support the effective delivery of school services.

MINIMUM QUALIFICATIONS:

• High school diploma. Work skills substantiated by specialized training and/or work experience.
• An acceptable score on a pre-employment skill test may be required.
• Bookkeeping and data processing skills are advantageous.
• Complies with drug-free workplace rules, board policies and administrative guidelines/procedures.
• Demonstrates dependability/flexibility. Reacts to interruptions/emerging priorities effectively.
• Demonstrates proficiency using equipment and software applications associated with the position.
• Displays advanced skills in language rules, spelling, proofreading, capitalization, punctuation, etc.
• Embodies high ethical standards/integrity. Accepts personal responsibility for decisions/conduct.
• Exhibits consistent, impartial and resourceful critical-thinking skills.
• Interacts comfortably/confidently with district staff and the public.
• Maintains a record free of criminal violations that would prohibit public school employment.
• Speaks clearly using correct grammar. Bilingual ability is advantageous.

ESSENTIAL FUNCTIONS:

Performs secretarial functions and ancillary duties that facilitate the timely attainment of department

and district objectives.

• Works effectively with minimal supervision. Performs tasks efficiently to meet deadlines.
• Greets/assists visitors. Answers/directs phone calls efficiently. Takes detailed messages.
• Prepares letters, memos, notes, E-mails, etc. Maintains calendars/schedules as directed.
• Sorts/distributes incoming, outgoing and interoffice mail and faxes.
• Prepares photocopies. Prints, collates, covers and binds reports and educational materials.
• Obtains/analyzes vendor price quotes. Prepares requisitions for administrative approval.
• Assists with bid package procedures (e.g., notice distribution, receives/safeguards proposals, etc.).
• Maintains procurement files (e.g., transmittal letters, contracts, confirmations, guarantees, etc.).
• Documents/maintains asset inventory records. Tags fixed assets as directed.
• Follows established office procedures to ensure the accurate/timely recording and preservation of documents. Maintains a systematic filing system that supports the efficient retrieval of records.
• Assembles data for analysis and/or forecasting. Helps interpret/organize data for reports.
• Receives deliveries. Verifies contents with packing lists/purchase orders. Reconciles invoices for payment. Maintains a transaction/account balance ledger. Prepares requested recaps.
• Reorders consumable office supplies as needed to maintain reliable service levels.
• Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records, schedules, student lists, etc. Helps verify the legal residence and custody assignment of students.
• Collects and maintains staff and student medical emergency authorization forms.
• Administers medications and renders basic first aid when a school nurse is not available.
• Processes interim reports, report cards and supplemental information.
• Updates attendance policy information. Helps ensure that policies are uniformly enforced.
• Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects attendance forms. Keeps administrators/guidance staff informed about chronic absenteeism, tardiness and truancy concerns. Verifies attendance information for report cards.
• Contacts parents or guardians when the school has not been notified about an absent student.
• Notifies teachers about homework requests for absent students.
• Schedules and organizes materials for parent/student meetings. Prepares meeting transcripts.
• Maintains student discipline files (e.g., letters, expulsions, hearings, etc.).
• Maintains a building-use calendar. Schedules community requests to use building facilities.
• Helps with special projects/committee activities as directed.

ELEMENTARY, MIDDLE & HIGH SCHOOL SECRETARY

• Helps maintain essential office services during staff absences.

Exemplifies professionalism and fosters goodwill to enhance the district's public image.

• Contributes to an effective and positive work/learning environment. Completes all assigned duties.
• Develops mutually respectful relationships with co-workers. Functions as part of a cohesive team.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Maintains an acceptable attendance record and is punctual.
• Respects privacy and maintains the confidentiality of privileged information.
• Strives to develop rapport and serve as a positive role model for others.
• Takes the initiative to perform routine tasks independently.

Maintains open/effective communications. Serves as an information resource.

• Coordinates meetings, conferences and other departmental activities.
• Ensures an alternative resource or contact information is available when away from the office.
• Facilitates communications between staff, parents, students and the community.
• Keeps informed about program/procedure changes.
• Learns staff names, titles and work schedules.
• Provides prompt notification of personal delays or absences.
• Refers district policy interpretation questions to an appropriate administrator.
• Seeks clarification when directives/expectations are unclear.
• Uses active listening and problem-solving techniques to resolve questions/concerns tactfully.
• Uses diplomacy/self-control when dealing with other individuals. Respects diversity.
• Works with department staff to ensure that shared resources/facilities are used effectively.

Pursues opportunities to enhance professional performance.

• Cross-trains with other office staff. Attends training/in-service programs as directed.
• Keeps current with advances in technology associated with work assignments.
• Works toward mastery of individualized development/performance goals as directed.

Takes precautions to ensure safety. Helps supervisors manage/eliminate risks.

• Maintains high expectations for appropriate conduct. Watches for situations that may indicate a problem. Follows district protocol and state law to deal with bullying, discrimination, inappropriate behavior, and suspected child abuse/neglect.

Performs other specific job-related duties as directed.

• Assists with unexpected/urgent situations as needed.
• Helps implement workplace initiatives that advance district goals.

WORKING CONDITIONS:

Safety is essential to job performance. Employees must exercise caution and comply with standard safety regulations and district procedures when involved in the following situations:

• Balancing, bending, climbing, crouching, kneeling, reaching, or standing.
• Exposure to adverse weather conditions and temperature extremes.
• Exposure to blood-borne pathogens and communicable diseases.
• Interacting with aggressive, disruptive and/or unruly individuals.
• Lifting, carrying and moving work-related supplies/equipment.
• Operating and/or riding in a vehicle.
• Performing repetitive manual tasks for extended periods of time.
• Traveling to meetings and work assignments.

Performance Evaluation: Job performance is evaluated according to policy provisions and contractual agreements adopted by the Oak Hills Local School District.

The Oak Hills Local School District is an equal opportunity employer. This job description identifies primary responsibilities and is not intended to be a complete list of all duties performed. This document is subject to change in response to student demographics, staffing, funding variables, modified operating procedures, program/curriculum changes and unforeseen events.

Rev. 11/2011