Lockwood School District # 26
Job Description

TITLE: Administrative Assistant
REPORTS TO: Superintendent
SUPERVISES (if applicaable): N/A
JOB DEFINITION OR GOAL:

To complete the detail, written work, and coordinate other matters essential to the efficiency and effectiveness of the superintendent and the administration office.

ESSENTIAL DUTIES AND RESPONSIBILIIES:

  1. Inputs or types correspondence, reports, notices and recommendations.

  2. Obtains, gathers and organizes pertinent data as needed and puts it in usable form, including issuance of contracts.

  3. Maintains filing system of the administration office, including all informational, applicant, personnel and required student record files as well as a set of locked confidential files.

  4. Prepares board newsletter to the community, overseeing all other related work for bulk mailing.

  5. Maintains all extracurricular accounts, including all functions of receipting, check writing, bill paying and balancing of accounts, co-signs checks with business manager/clerk or superintendent and audit responsibility.

  6. Serves as personnel clerk regarding matters such as setting up interview appointments and notifications of unsuccessful applicants by phone and/or mail, response to telephone requests for applications and job information, refers substitute candidates to the subfinder clerk and provides new employees with necessary employment papers.

  7. Prepares and maintains employment applications for the purpose of providing necessary hiring information to those responsible for hiring decisions.

  8. Prepares, under the superintendent’s direction, all board meeting materials, including editing, copying, collating and distribution of agendas.

  9. Relays incoming phone calls to appropriate personnel, screening calls to the superintendent and administrators.

  10. Greets employees and visitors to the office in a pleasant informed manner for the purpose of providing information and creating a good image of the district and screens unexpected callers in accordance with predetermined policy.

  11. Sees that all district mail is posted correctly and mailed daily, distributes incoming mail to appropriate mail drawers and maintains and safeguards the office postage meter.

  12. Assists clerk/business manager with monthly payroll procedures that include figuring all pay due to substitutes and compiling monthly reports of teachers’ leave hours.

  13. Keeps an accurate and up-to-date file on worker’s compensation reports and prepares an annual summary of work-related injuries and illnesses.

  14. Annually prepares TR1, TR2 and TR6 transportations reports as mandated by the Office of Public Instruction and monitors bus driver certificates for expiration dates.

  15. Prepares and distributes the annual staff directory.

  16. Monitors the district’s bus radio for transmissions from bus drivers, providing assistance when needed.

  17. Notifies appropriate licensed personnel when licenses are nearing expiration and ensures that records of teacher licenses are accurately maintained.

  18. Orders and maintains office supplies as needed.

  19. Monitors centrally located office equipment for proper functioning and assists individuals when equipment fails.

  20. Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.

Only minimum duties are listed. Other functions may be
required as given or assigned.

DESIRED MINIMUM QUALIFICATIONS:

  1. High school diploma.
  2. Two years of post-secondary training and five years of progressively responsible secretarial skills with computer skills desirable.
  3. Able to meet and deal effectively with people.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to talk or hear in person and by telephone. Requires vision to read computer screen, written reports and materials, mental skills to make independent decisions while meeting accuracy and productivity requirements. The employee frequently is required to sit, stand and walk and may need to bend, squat and lift up to 20 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee works inside. The noise level in work environment is usually low, but sometimes moderate.

The employee must work well under pressure to meet multiple and sometimes competing deadlines. The employee shall, at all times, demonstrate cooperative behavior with colleagues and supervisors.

6/2006
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