District Admin Assistant

Summary:
The District Office Administrative Assistant has multiple roles during the course of the school day. One of their primary roles is to oversee the day-to-day operations found in the District office. However, due to the location of the office, this administrative assistant will aid the middle school secretaries as assigned by the superintendent. They are also responsible for assisting with phone calls and building entries at the middle school.

The Administrative Assistant for the District Office will be expected to spend whatever time is necessary to carry out the expectations of the position as established under the direct supervision of the Superintendent.

For absences, other than those under sick or vacation leave provisions, deductions will be made. Any decrease in wages will be based on the hourly rate of earning. The position will be from 7:30 am until 4:00 pm with breaks as required by law and a 30-minute lunch.

Qualifications:
High school diploma or GED required with secretarial training of considerable variety and complexity.
Minimum of five years’ experience. (Preferred)
Administrative Assistant/Office Management Assistant experience. (Preferred)

Performance Responsibilities:
Performs secretarial duties for the Superintendent.
Organizes an effective office with attention to administrative detail.
Processes communications and correspondence, and distributes mail, faxed documents, and emails related to the Office of the Superintendent.
Prepares memorandums, letters, reports, and other correspondence for the Superintendent as assigned.
Updates and organizes all files pertaining to the office of the Superintendent.
Coordinates assignments and deadlines with other secretaries and administrators for the Superintendent.
Serves as receptionist for the District office and assists with the middle school office as designated.
Collects fee payments. Enters payments into the student system, balances reports, processes deposits, makes bank runs for the district. (over)
Facilitates the collection of student overdue fees district wide (ex: lunch and book fees)
Bills students account for new fees throughout the year.
Assist with state reports through the state reporting system as directed by the Superintendent.
Attends and assists with student registration during the summer.
Prepares replies to routine correspondence and prepares drafts for the Superintendent’s approval.
Prepares necessary forms/formats for school operations and business procedures.
Prepares monthly school newsletter and calendar – for review and distribution district-wide.
Arranges transportation for all additional trips in the district (athletic, extra-curricular, and field trips).
Prepares and handles state and federal forms as assigned.
Attends meetings and workshops as assigned by the Superintendent.
Provide for general safety, health, and comfort of all students, teachers, and staff members.
Follow established school practices as set forth in district handbooks and policies.
Adhere to a professional code of ethics and conduct which includes confidentiality of school-related matters and loyalty to the school district.
Completes all state reports including data uploads to the State Information System (SIS) as well as miscellaneous reports as directed by their supervisor.
Data review pertaining to SIS and the school district’s student management system.
Updates all items and organizes data on the district’s webpage .
Completes the Free and Reduced Lunch Application process district wide and at times drafts payment plans as needed with district families and manage plans approved by Superintendent.
Prepares data for food service and management from the district’s WINs access.
Gathers and collects the Impact Aid data for the school district.
Assists with the yearly roll process associated with Skyward which includes audits to food service, impact aid, and financial items.
Assists with Skyward pertaining to data collection, setting grade periods, and miscellaneous items.
Maintains digital rosters of activities in skyward for emergency access and grade and fee reports to sponsors.
Orders miscellaneous summer lunch supplies for the district’s sacks of summer lunch program.
Orders supplies and textbooks for the start of the school year.
Collects and maintains background checks for the superintendent’s review (volunteers and chaperons)
Prepares district special education notices for all students district wide.
Assumes all other duties as assigned by the Superintendent.