JOB GOALS:  Under general supervision performs administrative work of moderate difficulty in routine or special project work for the Department Head; provides office management support and performs other duties as assigned.

 

• Organizes and coordinates a wide variety of clerical, bookkeeping and other office functions and activities related to the administration of diverse programs and operations at a school; prioritizes and schedules duties and assignments to assure efficiency and effectiveness and meets established timelines.
• Communicates with a variety of site and District personnel and administrators to coordinate school operations and maintenance, resolves conflicts and issues.
• Compute, record and proofread data and other information, such as records or reports.
• Answer phones, direct calls, and take messages or transfer calls to appropriate individuals.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications. Troubleshoot problems involving office equipment.
• Communicate with vendors, employees, disseminate or explain information, take orders, and address complaints.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities.
• Maintain and update filing and database systems, either manually or using the computer.
• Review files, records, and other documents to obtain information to respond to requests.
• Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters.
• Complete work schedules, manage calendars, and arrange appointments.
• Train other staff members to perform work activities, such as using computer applications.
• Complete and mail bills, contracts, policies, invoices or checks.
• Prepare meeting agendas, attend meetings, and record as assigned.
• Process and prepare documents, such as business and government forms.
• Assists with management, retrieval, and destruction of records within established guidelines
• Using computers and computer systems (including hardware and software) to process information and enter data.
• Making decisions and solving problems. Analyzing information and evaluating results to choose the best solution and solve problems.
• Act as liaison between the school department, general public and vendors by researching and conveying information concerning rules, regulations, policies, and laws; greets and directs visitors; addresses standard inquires by letter, phone, email, fax or personal contact; maintains internal communication system insuring instructional, probation, 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 requirement; communicates as necessary with supervisor; maintains confidentiality of records.
• Prepares, creates, and composes letters, reports, and other documents for the school/department or instructional programs; answers routine correspondence for the administrator; prepares documents from rough draft, notes, recordings or oral instructions; submits print requests; prepares reports from confidential records; operates computer and standard office equipment; may provide technical support to staff.
• Establishes and maintains cooperative and effective working relationships with others.
• Works confidentially with discretion and adheres to the appropriate code of ethics.
• Performs special projects as required.

 

QUALIFICATIONS:

 

High school diploma or equivalent, related school or office experience

Knowledge of office procedures

Ability to use office machinery, computers and technology proficiently

Must possess data entry skills

Must have excellent oral communication skills

Must be able to work well with others

Ability to exercise good judgment and common sense

Ability to manage multiple tasks simultaneously and under pressure with accuracy and accountability;

Demonstrated aptitude and competence for other assigned responsibilities

 

 

OTHER REQUIREMENTS:

 

Must have satisfactory outcome of CORI (Criminal Offenders Record Information) and fingerprinting check prior to starting employment.