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ADMINISTRATIVE ASSISTANT - BUILDING

Elizabethtown Area School District • Elizabethtown, PA • 1d ago

POSITION TITLE: Administrative Assistant -- Building

STATUS: Twelve (12) Month position; Hours as assigned

DEPARTMENT: Secondary/Elementary

EMPLOYMENT TYPE: Non Exempt

REPORTS TO: Administrator/Principal

CATEGORY: Support

SUPERVISES: None

MINIMUM HOURLY RATE: $16.81

General Responsibilities/Job Summary:

This is full performance clerical work. Duties involve a variety of office support responsibilities performed at this level either in school buildings generally or for a functional program.

Work is supervised by an administrative superior. Assignments are stable in nature and are carried out in accordance with existing instructions, precedents, practices, and procedures.

Essential Functions/Duties:

Maintain and update the District student record management system; periodically review student data and correct any errors; manage, organize and update student and staff historical records; oversee and manage enrollment for all students in the building; communicate with families, staff and the community; work with the Home and School Visitor on attendance reporting

Maintain various school records (employees, students, attendance, lunch count, free and reduced lunch, athletics, equipment, discipline, etc.) and prepares related reports

Process student enrollment changes

Ability to manage administrators digital calendar to add, edit or remove events

Input data and maintain databases

Maintain inventory; as requested, order, warehouse and distribute supplies

Maintain and publish school calendar of events; schedule conferences; solicit volunteers for activities

Maintain and update student and staff historical records

Coordinate and complete enrollment of all new students in the building

Maintain petty cash and related fiscal records

Assist parents and students with account information

Assist staff with departmental and district policies and procedures

Prepare and follow-up on purchase orders for building/department

Complete and issue student working papers

Handle building/department emergencies

Accurately word process correspondence, report, memoranda, forms, agendas, program data, financial information, announcements, booklets, and schedules; desktop publishes newsletters and flyers

Greet office visitors and answer the telephone; determine purpose of contact and responds to inquiries within area of responsibility or refers person to the appropriate staff member

Operate public address system; place outgoing calls

Receive, open, sort, and distribute incoming and prepare outgoing mail

Establish, maintain, and retrieve data from, manual and automated files

Duplicate, collate, and distribute materials

Operate standard office and office specific equipment

Assist in preparation of attendance tracking including sending daily attendance phone calls

Attend work regularly and on time, and complete assigned tasks

Additional Duties:

Perform other related duties as assigned by supervisor(s)

Knowledge, Skills and Abilities:

Knowledge of clerical principles and practices

Knowledge of modern office principles and practices

Skill in the use of standard office equipment

Ability to expeditiously learn school or program operations, policies and procedures

Ability to understand and effectively follow oral and written instructions

Ability to perform basic math using whole numbers, common fractions, and decimals consistent with the duties of this position

Ability to learn and effectively utilize computers, and software especially as systems are upgraded

Ability to react well under pressure, handle and balance multiple demands at one time, work with frequent interruptions, and perform duties and tasks at expected levels of professionalism

Ability to learn and upgrade job skills in order to meet changing demands of the position

Excellent computer and keyboarding skills

Ability to meet strict deadlines

Proficient in use of databases and data entry

Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback

Ability to maintain confidentiality in all aspects of work and in working relations with associates, district staff, and vendors

Ability to correctly word process and enter data at an acceptable rate of speed

Ability to maintain manual and automated files

Ability to compute data accurately

Ability to maintain standard school or program office records and to prepare related reports

Ability to stand, walk, sit, stoop, bend, reach, handle, finger, talk, hear, see; and may be required to lift and carry up to 50 pounds

Ability to establish and maintain effective working relations with the public, office clientele, government and school officials, media, community agencies, vendors and their employees, and associates

Minimum Qualifications:

Education and Training: High school diploma

Experience: Two years of progressively responsible clerical or office assistant experience; Or any equivalent combination of acceptable education and experience

Required Certification/Licenses:

Travel Requirements: within district and to conferences

Working Conditions:

School setting, including offices, hallways and school grounds

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