General Description: The TK-5 school secretary serves the principal and under his/her direction, manages the school office. S/he carries out a wide variety of clerical tasks and takes responsibility for other duties without direct supervision. The TK-5 School Administrative Assistant is the primary contact for all parents, students and visitors who come to the school. As a representative of the school, the TK-5 School Administrative Assistant must present a professional, courteous, and friendly attitude when directing visitors, making appointments, handling signin and sign-outs, answering phone calls and handling routine phone inquiries. The TK-5 School Administrative Assistant will administer medications and first aid to students. The job of the TK-5 School Administrative Assistant provides secretarial and administrative support to the Principal; communicate information to students, parents, staff, and/or other districts; and supports the broad array of services provided to students, parents, instructional and support employees.

Essential Functions:

Perform clerical work independently and prioritize work on a daily basis. The tasks listed in this section are representative of duties and it is not intended to be an exhaustive list of all of the tasks assigned to this position.

1. Communications:

• Answer phone calls in a professional and timely manner and take messages or transfer calls

• Record meeting dates on the building calendar

• Sort and distribute mail

• Retrieve, copy, route, and send faxes

• Route forms brought in by students/families

• Compose/transcribe correspondence, bulletins, memorandums, and other school related material using computer

• Greet visitors to the school, determine nature of business and advise procedures

• Answer questions or impart information regarding policy and procedures for teachers, parents and students

• Update weekly calendar of events or bulletin

2. Student Health:

• Provide comfort and basic first aid in cases of student injury or ill health

• Maintain first aid supplies (bandages, ice packs, etc)

• Maintain records of injuries listing date, name, type of injury and action taken

• Maintain student emergency cards

• Distribute medication to students as per their schedule

• Monitor the security of the building, ensuring volunteers and visitors sign in when they arrive, as per procedure

• Distribute tardy slips

• Send notices for contagious diseases or health problems

3. Recordkeeping:

• Compile attendance records and make phone calls home to validate absences

• Maintain current class lists and schedules

• Maintain student records as per procedures; make files for new students; add annual information; forward records for transferring students

• Maintain a variety of computerized and manual records, files, and databases (e.g. information packets, rosters, supply orders, etc.)

• Assist in financial record keeping by typing purchase orders, verifying receipts, and distribution of materials

• Manage student council and field trip financial accounts

• Compile data from a variety of sources (e.g. Kindergarten immunization, etc.)

• Schedule room use for various activities (e.g. school events, Recreation programs, community programs, etc.)

4. General Office:

• Make copies, type memos and letters and create forms as requested

• Track and control keys (keep a sign out sheet)

• Monitor, order, organize, and distribute office supplies and instructional materials

• Provide clerical and administrative support to principal

• Process documentation and materials (e.g. work orders, forms, field trip forms, receipts, bank deposits, student database updates, etc.)

• Oversee the maintenance of the copy machine and train others in its use

• Label and mail letters to families as necessary

• Oversee the orderliness of common areas (i.e., workroom, front office, staff room, etc.)

• Use advanced functions of word processing, database, and spreadsheet software (i.e., Microsoft Word, Excel, and database software such as Power School)

• Participate in district-mandated training and retraining programs

• Attend meetings and events as assigned

• Serve on assigned committees and teams and perform related work as required

• Maintain office equipment, tools and work areas (e.g., clear paper jams, etc.)

• Orient new site personnel regarding district and building practices and procedures

Experience and Knowledge:

• Demonstrated ability and willingness to represent the school in a professional and courteous manner to parents, students, and visitors

• Demonstrated ability to work effectively in a dynamic, interruption-driven environment

• Demonstrated computer literacy including word processing and spreadsheets

• Demonstrated skill in organizing multiple tasks and projects

• Good communication skills and initiative

• Ability and willingness to be part of an active team

• High School diploma

• CPR and First Aid certificate

Qualifications

• Demonstrated computer and organizational skills

• Ability to work independently and problem-solve

• Outstanding communication skills

• Resourcefulness and strong attention to details

• Ability to form productive relationships with a group of students, staff and families

Ability To:

• Plan and implement the operation of a busy school office to serve the needs of a wide range of customers and meet record-keeping requirements and deadlines

• Perform responsible administrative secretarial work with speed and accuracy

• Operate computer terminal and/or microcomputer proficiently using advanced word processing, spreadsheet, and database software to enter, manipulate, format, and retrieve information

• Administer basic first aid and dispense medication in accordance with District, school and state regulations

• Establish and maintain automated and manual indexes and files

• Work independently and confidentially with privileged and sensitive records, materials and information

• Keyboard accurately at a speed necessary for job success

• Perform business mathematics functions and maintain accurate financial and statistical records

• Speak tactfully and courteously in English with staff and public and be sensitive to cultural, developmental, religious, and ethnic diversity of students and community

• Work effectively in an environment with a high level of interruptions

• Understand and carry out oral and written instructions

• Establish and maintain effective relationships with those contacted in the course of work

Tools/Equipment:

Computer, printer, typewriter, photocopier, fax machine, laminator, telephone, calculator, adding machine, office supplies

Physical Demands:

The tasks related to this job require continuous sitting for long periods of time preparing reports, talking on the telephone, filing and preparing forms. Some time is spent walking, standing, lifting to 10 pounds, and stretching or reaching. At times bending is required to administer to children or moving supplies. Eye/hand coordination is essential, as well as finger/wrist dexterity. 

Hearing, Vision, Speech and Language Processing:

Close proximity hearing and clarity of vision near and far with various distance focus/refocus ability are necessary for these tasks. This job requires an articulate communicator for so many of the tasks involve direct conversation with co-workers, staff, students, parents and the public. S/he must comprehend visual and auditory input given by others. Short and long-term memory recall is required in all tasks, as well as reading, writing, and calculating skills. This person must be a tactful and efficient worker with all whom s/he comes in contact with.

Human Relations Characteristics:

The TK-5 School Administrative Assistant often works alone and independently on tasks. Interactions with staff, parents, and students occur continuously, so a tactful, positive attitude of cooperation must be presented. The Administrative Assistant needs to accept supervisory authority and be a team worker. S/he must be able to be an independent decision-maker in this job. There are many chances for problem-solving on all essential tasks because the office is where most communications occur.

Environmental Conditions:

The geographic area has temperate climatic conditions, extremes are rare. Tasks are performed indoors in a climatically controlled environment. Noise is at an acceptable level for school situations. Rarely are vibrations from earthquakes felt and there are no hazards or polluted atmospheric conditions noted.

Temperaments:

These tasks require working alone, doing some repetitive work and performing a variety of tasks efficiently. The position demands someone who can change tasks often without loss of efficiency or composure.

Reasonable accommodations may be made to enable individuals with disabilities to perform the above-stated essential functions.