School Office Administrative Assistant

Alabama Department of Education
Jacksonville, Florida
Full Time

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TITLE: School Office Administrative Assistant

JOB GOAL: To perform assigned clerical duties efficiently and effectively. To assist school faculty, staff, administrators, and other school system personnel in supporting student achievement and school operations.

FLSA STATUS: Non-Exempt

REPORTS TO: Principal

MINIMUM QUALIFICATIONS:

High school diploma or equivalent; associate's degree or higher or comparable post-secondary training in secretarial services/office administration preferred.
Successful work experience in a comparable position, preferred.
Ability to meet the suitability criteria for employment and/or certification/licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457.
Knowledge of general office procedures, electronic and manual filing and record keeping.
Demonstrated proficiency in oral and written communication skills.
Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups
Ability to work independently, prioritize tasks, and perform assignments as directed with accuracy, attention to detail, and within established time frames.
Knowledge of oral, written, and electronic communications and ability to use various technological devices/software
Ability to organize files and data, prioritize tasks, and manage time efficiently.
Ability to exercise tact, courtesy, and initiative in dealing with students, parents, faculty, and the public.
Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or school information and show a proficiency in typing.
Physical strength, mobility, dexterity, stamina, and acuity to perform job responsibilities.
Ability to be punctual and in regular attendance.
Such alternatives to the above qualifications as the Board may require.

PERFORMANCE RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

Demonstrates support for the school system, its purpose, direction, and priorities.
Performs duties and represents the school in a courteous, positive and professional manner.
Types, enters data, organizes and retrieves files, prepares and submits reports, handles correspondence as assigned, and performs various school clerical functions as directed.
Maintains daily student attendance reporting and associated reports.
Assists when needed in routine office and/or clerical tasks to support activities of secretary, bookkeeper, receptionist, principal, or other school personnel as needed.
Communicates by email or electronic messaging as needed.
Exhibits interpersonal and collaboration skills to work as an effective team member.
Models and maintains high ethical standards.
Demonstrates initiative in the performance of assigned responsibilities.
Posts/records and file correspondence and reports as directed.
Reacts quickly and calmly in any emergency situation on the telephone or at the front desk.
Assists school personnel and/or administrators as needed with preparations for meetings, projects, visiting groups, delegations, or conferences.
Participates in the training programs offered to increase skill and proficiency related to assignment.
Ensures adherence to security rules and safety standards.
Maintains appropriate confidentiality regarding school/workplace matters.
Demonstrates initiative in identifying potential problems and/or opportunities for improvement in areas of responsibility.
Assists the receptionist to monitor school access through controlled doors, ensures appropriate record of all visitors within the school, and issues visitor passes.
Follows proper procedures for releasing students during the checkout process.
Prepares reports, budgets, etc. as directed by the principal.
Reports potential problems, unusual events, or work irregularities to appropriate administrative or supervisory personnel.
Responds to inquiries, requests, constructive feedback, concerns and/or complaints in a timely and positive manner.
Maintains and submits reports, records, and correspondence in a timely and accurate manner.
Properly uses and cares for equipment and material resources of the school system and effectively supervises and monitors others in the care, maintenance, and use of tools, equipment, and inventory.
Serves on school system committees, task forces, and representatives groups as required.
Adheres to school system rules, administrative procedures, local Board policies, and state, federal, and local regulations.
Reports absences and takes leave in accordance with Board policies and procedures.
Performs any other job-related duties as assigned by the Principal.