PHS Admin Assistant/Secretary - Grade Office

Job Description



PHS Administrative Assistant to Grade Office Assistant Principal

Position Purpose

Under the direct supervision of the principal or other school administrators, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees; and to coordinate work of other school clerical employees.

Essential Functions

• Answers telephone and emails, directs calls, and makes appointments. Greets students, parents, visitors, answers general questions and problem solves
  
• Serves as confidential secretary to the Assistant Principal
  
• Enter all student attendance and discipline records into database, as well as respond to inquiries from students, teachers, and parents regarding attendance rules, absences and suspensions.
  
• Type correspondence letters, memos, forms, etc., for the assistant principal, security officer, and in house police officer.
  
• Prepare routine correspondence, distribute, file records/reports, correspondence, mailings, etc. related to building functions.
  
• Orders, processes and maintains office materials and equipment, as well as operate standard office machinery.
  
• Distributes mail, assigns lockers to students, maintains documents and produces reports as requested by administration.
  
• Coordinate and maintain parking tags and excel spreadsheet for 255 students, as well as coordinate the necessary documents to ensure upperclassmen qualify for off-campus privileges.
  
• Advise the Assistant Principal and Guidance Counselor of students who are in jeopardy due to excessive tardies, skipping classes, disciplinary issues and health issues.
  
• Responsible for on-the-job training of new grade office hires and substitutes.

Additional Duties

• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

• Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements

• Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities

• Ability to answer multi line phone system
  
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work (staff, parents, students).
  
• Ability to carry out instructions furnished in written or oral form.
  
• Ability to use logic, deduction and problem solving skills to solve complex technology issues
  
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, Google, Email).
  
• Ability to problem solve job-related issues.
  
• Ability to work with a diverse group of individuals.
  
• Ability to prepare clear and concise reports, correspondence and other written materials and present complex information clearly
  
• Ability to maintain confidentiality of information regarding students, employees and others.
  
• Organizational and time management skills.

Physical and Mental Demands, Work Hazards

• Works in standard office and school building environments.
  
• Ability to work outdoors during outdoor student activities.

Qualification Profile

• Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:
  
• Graduation from high school.
  
• Associates degree with course work in business, math, word processing, office procedures and record keeping preferred.
  
• Successful experience with office management preferred.

FLSA Status: Non-exempt