Administrative Assistant to the Assistant Principal

ADMINISTRATIVE ASSISTANT TO THE ASSISTANT PRINCIPAL 24-25 School Year

POSITION PURPOSE

Under the direct supervision of an assistant principal at Exeter High School, provide clerical, secretarial and administrative assistance; convey information regarding student information, school functions and procedures; and support the broad array of services provided to students, parents, instructional and support employees.

Essential Functions

• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees and families regarding activities, events or other work-related matters.
• Assists in planning and scheduling school events and activities, and maintaining calendar of school and student events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Maintains confidential and non-confidential documents, files and records in an organized way for the purpose of providing up-to-date reference and audit trail for compliance.
• Monitors a wide variety of activities on behalf of assigned administrator for the purpose of achieving goals and meeting target dates.
• Processes a wide variety of documents and materials as needed for the purpose of disseminating information in compliance with requirements.
• Prepares purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Assists visitors to the office, including students, parents, substitute teachers, and others.
• Answers telephone calls, and provide information and assistance to callers.
• Distributes incoming mail appropriately; sends outgoing mail.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.
• Responds to inquiries from students, parents and employees, provides information, and facilitates communication among parties.
  
  

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Skills, Knowledge, Abilities

• SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include:
• operating standard office equipment, including using job related software applications;
• preparing and maintaining accurate records;
• operating in computer applications;
• maintaining strong interpersonal communication skills; and
• planning and managing projects.
• KNOWLEDGE is required to:
• perform basic math, including calculations using fractions, percents, and/or ratios;
• understand concepts of grammar and punctuation;
• read a variety of manuals, write documents following prescribed formats, and/or present information to others; and
• understanding complex, multi-step written and oral instructions.
• ABILITY is required to
• describe problems and work orally or in writing to supervisor as required;
• carry our instructions furnished in written or oral form;
• schedule activities and/or meetings;
• gather and/or collate data;
• work flexibly with others in a variety of circumstances;
• work and communicate with a wide diversity of individuals;
• problem solve to identify issues and select action steps;
• adapt to changing work priorities;
• maintain confidentiality;
• meet deadlines and schedules;
• set priorities;
• work as part of a team; and
• work with frequent interruptions.

QUALIFICATIONS PROFILE

Qualifications

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Graduation from high school.
• Successful experience working with student information systems.
• Successful experience with school office management preferred.
  
  

WORKING ENVIRONMENT

Physical ability to perform the essential functions of the job as outlined above, in addition to the following:

While performing the duties of this job, the employee is frequently required to stand, walk and sit. The employee is regularly required to see, talk and hear. The employee is regularly required to use hands to manipulate, handle or feel. The employee is occasionally required to reach with hands and arms, climb steps, stoop, kneel or crouch. The employee must occasionally move equipment and/or supplies. Employee is occasionally required to drive. The employee is regularly required to handle stressful situations and resolve conflicts. The job is performed for the most part in a school setting. The noise level is that of a typical school setting.