Job Title: Administrative Assistant                                                        Wage/Hour Status: Nonexempt/233 days

Reports to: Director of Collegiate Academy    

Dept/School: Director of Collegiate Academy                                        Pay Grade: Clerical 7

Primary Purpose:

Provide administrative and clerical support to the Director of Collegiate Academy; communicate information to staff, the public, and others within the school district; ensure compliance with financial, legal and administrative requirements.

Education:

High school diploma or equivalent

Bilingual preferred

Experience:

Minimum of 2 years secretarial experience, preferably in education

Special Knowledge/Skills:

Proficient skills in Microsoft office, Word, and Excel

Effective interpersonal, communication, and organizational skills

Ability to work accurately with close attention to detail

Ability to work independently in a team-oriented environment

Knowledge of District organization and operations, as required for this position.

Major Responsibilities and Duties:

Records, Reports, Accounting and Correspondence

1. Prepare correspondence, forms, reports etc., for the coordinators and other department staff members using personal computer.
2. Maintain physical and computerized departmental files
3. Maintain student records as needed
4. Maintain district tutor list and distribute to parents upon request
5. Compile pertinent data as needed when preparing various state and local reports.
6. Maintain budgetary records for the departments.
7. Assist with the preparation of purchase orders and payment authorizations
8. Monitor and process personnel time record, including leave requests and reports; compile information and submit to central office.
9. Answer incoming calls, take reliable messages, and route to appropriate staff
10. Maintain a schedule of appointments and make travel arrangements for department staff
11. Receive, sort, and distribute mail, books, supplies, and other documents to department staff.
12. Maintain professional library including updating inventory, check-out and return of books through software system.
13. Develop and maintain Staff Development course descriptions in online system.
14. Schedule locations for workshops and meetings and assist with all preparations for events, including maintaining a calendar of all workshop dates.
15. Maintain confidentiality
16. Participate in meetings and training sessions as designed by District staff
17. Regular and consistent attendance
18. All other duties as assigned

Other Supervisory Responsibilities:

None

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress. Demonstrate patience and flexibility in changing job demands and when interaction with employees, visitors, and the public. Multitasking; work with frequent interruptions. Repetitive hand motions; prolonged use of computer.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.