Job Details
Position Title: ADMINISTRATIVE ASSISTANT
Reports to:Building Administrator/Director
Approved by:Superintendent of Schools Date: August 30, 2021 Revised: June 2023
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POSITION SUMMARY:
a.Provide administrative and secretarial assistance of a confidential, complex, and responsible nature to the administrator.
b.Assure the smooth and efficient operation of the office and environment that is welcoming to students, families, staff, and the community.
TERMS OF EMPLOYMENT: Per NSASSP Contract. Twelve-month position.
EVALUATION: Annually in accordance with provisions of School Committee Policy
ESSENTIAL DUTIES, FUNCTIONS, AND RESPONSIBILITIES:
1.Responsible for correspondence - reports, memos, newsletters, etc., [to include, but not limited to, daily absentee reports, monthly reports, fire drill reports, budget, annual reports, accident reports, newsletters, milk and hot lunch reports, lunch applications, contracts, curriculum descriptions, program of studies, handbooks.]
2.Compile and coordinate essential and confidential data for action by the administrator.
3.Establish priorities in work assignments, as needed.
4.Assist with creating/maintaining and regularly updating a detailed and accessible instructional manual of Administrative Assistant duties to be used as a guide in the event of absence.
5.Responsible for assisting cross-training District office staff as designated by the Administrator.
6.Mentor District office staff, as needed.
7.Obtain, gather, and organize pertinent data and reports as required, and assemble into a usable form (i.e., inventory of equipment, materials and supplies, daily staff attendance log, and other such records or similar information as requested.)
8.Prepare and submit R.I. Department of Education, Federal, State, and local form reports as required.
9.Greet the staff and public as well as answer/screen telephone calls and other correspondence and in all such cases, ascertain the nature of business; provide general information regarding procedural matters; and, refer to the appropriate office(s). Place and receive telephone calls, and record messages. Operate intercom system.
10.Communicate with school department visitors, parents, staff, and students in a courteous and professional manner at all times.
11.Maintain a schedule of appointments and make arrangements for conferences, meetings, and interviews as requested by the administrator.
12.Transmit and explain administrator's orders to appropriate persons and follow up for compliance, completeness, and conformance with deadlines.
13.Maintain a regular filing system as well as a set of locked confidential files. Process incoming correspondence as instructed, keeping personnel, statistical, inventories, financial, and personal (staff and students) for the school.
14.Process and track building use coordination.
15.Perform any bookkeeping tasks associated with the specific position, including payroll, purchasing, accounts payable, receiving, bids, managing and reconciling school checking account, billing, cash receipts, and petty cash as applicable.
16.Assist with budget preparation and maintenance.
17.Assist with building security protocols and participate on the School Crisis Team.
18.Perform pupil-related services as necessary such as verification of student absences, tardiness, dismissals, issuance of passes if appropriate, etc.
19.Enroll new students and process applications when required.
20.Perform the usual office routines and practices (to include the Guidance Office, Athletics, if applicable) associated with a busy yet productive and smoothly-run office.
21.Responsible for processing, ordering, distributing, and maintaining Non-Public Textbooks, as required.
22.May be required to assist with coordinating lunch count with aides daily.
23.May be required to sort incoming mail and distribute accordingly.
24.May be required to enter daily attendance and student behavior into the student information system in accordance with RI State Law.
25.May be required to document and track facility projects and contracts, if applicable.
26.Provide coverage for district office staff on vacation or while out sick.
27.Attend meetings, keep and transcribe minutes, and other records of actions.
28.Provide information on programs, procedures, and regulations to students, staff, and parents.
29.Perform special assignments, studies, routine functions, and other related duties as determined by the administration.
30.Perform all other office duties as determined by the administrator.
ADDITIONAL ESSENTIAL DUTIES, FUNCTIONS, AND RESPONSIBILITIES:
PUPIL PERSONNEL SERVICES ADMINISTRATIVE ASSISTANT POSITION ONLY:
1.Assist District-wide Department Chair PS-12 to maintain and arrange E. T. agendas with individual schools and notify parents in writing and telephone calls.
2.Maintain RIDE LEP Census.
3.Maintain RIDE Special Education Census.
4.Provide clerical support to special education staff and ESL coordinator and teacher.
5.Assist with special education transportation coordination when needed (new students, ESY, out-of-district placements.)
6.Process necessary Medicaid paperwork or gather information as needed to process Medicaid claims/reimbursements.
7.Interact with other school departments to obtain or send special education records when students enter or leave North Smithfield.
8.Support scheduling coordination of all Evaluation Team Meetings in district.
9.Understand and comply with special education timelines and notify Team members.
10.Responsible for typing and disseminating Team agenda and assignments.
11.Attending Evaluation Team Meetings at all schools to provide direct assistance with note taking and paperwork necessary for each student meeting.
12.Preparation of files for all Evaluation Team meetings.
13.Assistance with early childhood paperwork and census.
SUPERVISORY RESPONSIBILITIES:
As assigned by the Administrator.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the qualifications, knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
?Demonstration of computer/technical proficiencies:
1.Google Workspace/Microsoft Office
2.Telecommunication Systems
3.Student Information Systems (preferred)
4.School Financial Systems (preferred)
5.Staff Absence/Substitute Tracking System (preferred)
?Ability to design data reports using student management software when requested to do so by the administration.
?Strong grammar and composition skills.
?Strong technical skills.
?Ability to work as part of a team.
?Ability to take direction and successfully follow through
?Demonstrated success in working with students, parents, and the general public in order to create a welcoming environment.
?Advanced level of office organization skills.
?Multi-task oriented.
?Regular and consistent attendance is essential for this position.
?Maintaining confidentiality and agreeing to a "non-disclosure/confidentiality agreement."
?Must demonstrate neatness and professionalism in appearance and work.
NOTE: The School Department reserves the right to request, administer, and rate skill proficiency tests as it deems appropriate.
EDUCATION AND/OR EXPERIENCE:
High School Diploma required. Associate's Degree and four years of increasingly responsible secretarial experience preferred. Special consideration will be given to candidates with secretarial experience in a public/school office environment.
LANGUAGE LEVEL:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively to parents, students, or employees of the organization. Ability to utilize proper telephone etiquette.
REASONING ABILITY:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
OTHER SKILLS AND ABILITIES:
Ability to operate a personal computer and related software and other office equipment including a computer and calculator. Competent typist (40 words per minute work processing minimum). Proficient in performing a wide variety of general office duties independent and/or under direction of others. Thorough knowledge of grammar, spelling and set-up for business correspondence. Propensity to deal with educational community (teachers, parents, etc.) in tactful, helpful manner. Ability to adhere to strict code of confidentiality. Understanding of Special Education.
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. Some lifting (up to 30 pounds), bending, stooping, and walking required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
The noise level in the work environment is usually moderate. The employee is continuously interacting with the public, staff, and students.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position.
Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.