Job Title: Administrative Assistant to Coordinator 

of Extended Day Programs                                                                  Wage/Hour Status: Non-Exempt

 

Reports to: Coordinator of Extended Day Programs                              Pay Grade:  Clerical 4

 

Dept./School: Extended Care Programs                                              Date Revised: 12/2019

 

Primary Purpose:

Provide assistance and support to the Extended Day Program, Coordinator and Assistant Coordinator of Extended Day Programs

 

Education/Experience

• High school diploma or equivalent
• Technical training in skills such as Microsoft Office, Windows, Filemaker Pro, Skyward, Outlook
• Ability to effectively and clearly communicate in written and oral form
• Understanding of budgeting and general purchasing procedures 
• Initiative and problem solving skills
• Ability to work as a team member and independently
• Quality organizational skills

 

Special Knowledge/Skills

• Professional working knowledge of child care and after school programs
• Strong organizational, communication and interpersonal skills

Major Responsibilities and Duties:

1. Answer incoming calls, take reliable messages, provide specific program information and prices to the school community and prospective parents.   
2. Promote a positive, safe, caring, orderly environment. Demonstrate behavior that is professional, ethical and responsible.  Maintain confidentiality for all.  
3. Facilitate and encourage effective communication with EDP Staff staff, district employees, and the community.  Be proactive with communication when possible.  
4. Deal sensitively and fairly with staff, students, parents, community and all persons.  
5. Keep the Coordinator and Assistant Coordinator informed about the affairs of the department.
6. Maintain the EDP budget and attend all necessary budget meetings.  Keep necessary financial records for EDP.  
7. Assist in planning, designing, and marketing the program on a District level by creating social media posts, flyers, etc.  
8. Provide problem solving and collaborative planning with Coordinator, Assistant Coordinator and staff.
9. Manage all facilities work orders for each EDP location and main EDP office.
10. Prepare purchase orders and payment authorizations as needed.
11. Organize, order and maintain supplies and equipment for each EDP location and main office from the warehouse and approved vendors.   
12. Keep track of uniforms and prepare orders from vendor when necessary.
13. Prepare and organize all materials for scheduled staff meetings, camps, summer programs, etc., including scheduling in School Dude.  
14. Assist on site at EDP locations when needed.  
15. Participate in staff development training programs when needed.  
16. Adhere to a flexible schedule as provided by the Coordinator and maintain a regular and consistent work schedule.  
17. Performs other tasks or special projects as assigned by the Coordinator or Assistant Coordinator.

 

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Ability to communicate effectively (verbally and written), the ability to cope with emotional situations and stress. Occasional internal District travel, occasional statewide and national travel; occasional prolonged and irregular hours. Demonstrate patience and flexibility in changing job demands and when interacting with employees, visitors, and the public.