Administrative Assistant/Office Manager - Vacancy ID: 212952

Administrative Assistant/Office Manager to Intermediate School Principal
-Full time, regular position.

 
QUALIFICATIONS: 

1. Associate degree or equivalent including courses in business and English. 

2. Two years’ experience as full-time executive secretary, or demonstrate competence in the tasks assigned. 

3. Demonstrate confidentiality in regard to sensitive personnel matters. 

4. Proficiency in keyboarding and computer experience, (word processing, spreadsheets, databases, and presentation applications) and other general secretarial skills. 

5. Demonstrate knowledge of basic office procedures and the operation of common office equipment and machines. 

6. High degree of organization, self-initiative and accuracy in work performed. 

7. Possess and demonstrate office management abilities. 

8. Ability to serve as a receptionist. 

9. Possess and demonstrate strong interpersonal communication skills and project a positive and courteous attitude and image to the staff, students, and community. 

10. Such alternatives to the above qualifications as the Board may find appropriate and acceptable


PERFORMANCE RESPONSIBILITIES: 

1. Project a positive and courteous attitude and image to the staff, students, and community 

2. Possess and demonstrate strong interpersonal communication skills. 

3. Serve as office manager for the building. 

4. Prepare and maintain confidential documentation and materials pertaining to building level employees as directed by building administration. 

5. Complete word processing of confidential correspondence, reports, and staff evaluations as directed by the Principal. 

6. Take action authorized in the absence of the Principal and use initiative judgement to see that matters requiring attention are referred to delegated authority or handled in a manner so as to minimize effect of the employer's absence. 

7. Serve as technology liaison between the school and the technology department, including attendance at district training regarding software applications and providing building support to teachers regarding software use. 

8. Manage Intermediate School office in a professional efficient manner, coordinate routine duties and assignments to aides. 

9. Assist the Administration in the operation of the Intermediate School, relieve the Principal of various routine administrative details. 

10. Maintain confidentiality of all information concerning students, staff or parent/guardian in any public setting and choose the appropriate time, place and supervisor to discuss situations or problems. 

11. Responsible for all Intermediate School reports to be sent to the District office. 

12. Perform secretarial tasks as assigned by building principal, including, but not limited to processing all correspondence, memos, forms, reports, evaluations, etc. 

13. Assist the Principal in community communications in a variety of modes, including processing the weekly school event newsletter for staff and the monthly school newsletter for parents. 

14. Prepare and maintain (changes in) the Teacher, Parent & Student Handbook(s). 

15. Maintain all student records and data including confidential records, cumulative records, academic records, enrollment records, demographic data required for district/state reports. 

16. Maintain all staff records and data including confidential records, cumulative records, evaluation records, attendance records, or any data required for district/state reports. 

17. Assist the Principal in the development of the building master schedule. 

18. Process student and staff schedules, including working with Team Leader(s) to update all student schedules. 

19. Maintain school/staff/student schedules, reports, etc. with district approved software programs. 

20. Assist the Principal in maintaining a “master” school year calendar for all activities. 

21. Assist the Principal in the development, ordering, purchasing and inventory of the building’s office supply budget. 

22. Maintain an up-to-date office inventory. 

23. Maintain student “Book Fees and Lab Fees” list, assign and maintain record of lockers to students. 

24. Maintain/record all middle school sales monies, including the monies from vending machines, petty cash fund, student activities accounts, etc. 

25. Order buses for all field trips - keep record of who pays (Intermediate School and/or grade level) - make out student activities slips for payments and maintain reports for budget. 

26. Process academic student progress (every grading term), including the processing, collating, and distribution to teachers, report cards, honor roll, department and academic composite reports. 

27. Assist the Principal with the organization of Intermediate School “Orientation Night” and “Open House” evening. 

28. Assist in the administration/dispensing of medication as prescribed by physician to students and be able to deal with general first aid needs of students, in lieu of a school nurse. 

29. Answer phone and relay messages to students or to staff. 

30. Receive and assist visitors in the school. 

31. Distribute and record all school keys to staff, administrators, and athletic coaches during the year. 

32. Assist in the responsibility for all outgoing mail - postage and deliver to post office daily, maintain postage meter and any bulk mailings. 

33. Responsible for procuring substitute teachers as assigned, and maintaining a substitute teacher list. 

34. Arrange business itineraries, appointments and maintain a calendar for the Principal. 

35. Compose correspondence and reports for own or Principal’s signature. Prepare communications outlined by the Principal. 

36. Research and summarize information and supporting data in preparation for meetings, projects, and reports. 

37. Serve as secretary for various meetings as per principal’s request. Record minutes with responsibility for distribution to participants. 

38. Maintain professional competence through staff development activities provided by the District in compliance with Wisconsin law. 

39. Organize materials for teachers in regard to formalized student testing. 

40. Perform other duties as assigned or as judgment or necessity dictates.