Jan 13, 2024

Administrative Assistant to the Principal

  • TrulyHired
  • Asheville, NC, USA
Full-time School Support

Job Description

ASHEVILLE CITY SCHOOLS JOB DESCRIPTION

JOB TITLE: ADMINISTRATIVE ASSISTANT TO THE PRINCIPAL
LOCATION:
ASHEVILLE MIDDLE SCHOOL
CONTACT: [email protected]


GENERAL STATEMENT OF JOB

Serves as the personal and confidential administrative assistant to the principal. The candidate needs the ability to communicate effectively orally and in writing and possess knowledge of human relations in dealing with the high volume of people in and out of a busy office. Reports to the principal.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Screens office and telephone callers for the Principal and is back up to the main office receptionist.

Maintains confidentiality in matters relating to the school.

Coordinates office procedures to enhance the professional atmosphere of the school.

Responds to complaints.

Oversees the smooth and efficient operation of the main office.

Oversees the establishment and continuation of a positive and energetic atmosphere for all employees and guests.

Orders and maintains records for instructional supplies for the school. Maintains the supply room and is responsible for distributing instructional supplies to faculty and staff.

Assists teachers and other staff in providing pertinent information and forms.

Assist with all typing and correspondence for the principal.

Maintains and coordinates the Principal's calendar.

Assists in preparing reports.

Schedules, organizes, and sets up meetings as directed (which may include refreshments).

Carries out other duties as assigned by the principal.

ADDITIONAL JOB FUNCTIONS

Utilizes positive human relation skills with staff, students and parents in fulfilling requests for assistance.

Performs special projects.

Refers others to appropriate school personnel.

Suggests procedures for improved office efficiency.

Uses general office machines such as computers, copiers, calculators, fax machines, etc.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school with preference given to an associate's degree in secretarial science and/or bookkeeping; or an equivalent combination of training and experience which provides the required knowledge, skills and abilities.

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of the standard procedures for running a busy office.

Knowledge of the use of standard office equipment including telephone, intercom & mail systems.

General knowledge of computer skills and familiarity with Microsoft Word, Excel, and Outlook.

Ability to demonstrate proper telephone etiquette.

Ability to establish and maintain effective working relationships with staff, students, parents, and volunteers.

Ability to maintain confidentiality.

Ability to exercise independent judgment and initiative in completing work assignments.

General knowledge of rudimentary first aid.

Must be able to work without direct supervision.

Must show initiative in anticipating the needs of the Administration and Staff, and the ability to effectively consult, coordinate, organize, and follow through on all necessary details to insure the successful completion of events.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to sit, stand, walk and drive a car. Must be able to lift mail and boxes up to 10 lbs. Must be able to sit at a computer for extended periods of time. Physical demand requirements are for Medium to Light Work in stocking and maintaining the supply room in an orderly manner.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.

Language Ability: Requires the ability to read simple forms. Prepare requisitions using prescribed format.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add, subtract, divide and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

Manual Dexterity: Requires the ability to handle a variety of items such as instructional equipment and supplies. Must have minimal levels of eye/hand/foot coordination.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.

Physical Communications: Requires the ability to see, talk and hear.

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