Administrative Assistant II

About the Employer

Summary

Under close supervision, provide support to campus which may include, but not limited to, regular and alternative placement classrooms, computer labs, library, lunchroom, and clerical and reception duties, and other duties as assigned.

Experience

Clerical/Secretarial experience (or related experience) in an office setting - 1 year Experience in educational environment - preferred

Job Title

Office Aide II Wage/Hour Status: Non-exempt

Department/School

Campus Assigned

Function

Educational Support

Reports To

Campus Principal

HR Date Approved

August 2006

HR Date Revised

April 2024

Reception and Office Clerical

Receive and direct incoming calls, take reliable messages, and route to appropriate staff. Greet visitors (e.g., public, parents, students, substitutes, vendors, etc.) respond to their inquiries and/or direct them to appropriate personnel in accordance with district and campus policies and procedures regarding building security. Maintain visitor log and issue visitor passes. Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues. Receive deliveries and disseminate materials and information to the appropriate parties. Assist parents in checking students in and out of school. Prepare and distribute student identification cards, bus passes, and parking stickers. Assist with the receipt and distribution of student materials, including homework requests. Process new student records, including requesting transcripts and records from other schools and setting up cumulative folder. Process and transmit requests for student information and transcripts. Call parents to verify student absences as needed. Assist with preparation of materials for mailing, including preparing labels, stuffing envelopes, etc. Update student emergency cards as needed. Assist with crosscheck for the public education information management system (PEIMS) and documentation preparation for submission. Maintain student truancy tribunal sign-in sheets every day. Maintain student absence reporting, parent notes. Maintain teacher attendance tracking, absence approval process, and substitute coverage. Enter student enrollment data, scheduling, and device assignments. Maintain and assist with the substitute coordination system and process for the campus. Assist and maintain discipline data. Assist and maintain 504 data. Assist in scheduling all admission, review, and dismissal (ARD) meetings.

Classroom and Campus Support

Set up computer lab schedule for all staff; open all labs in the morning and shut them down in the afternoon, as directed. Supervise students assigned to alternative placements as needed. Create tutorial packets for students in alternative placements and using computer labs, as assigned. Work with certified teachers and campus administrators to create and maintain an orderly and highly structured alternative classroom environment; consult with classroom teachers regarding student assignments; work with students to complete assignments; distribute, collect, and check student assignments for accuracy for students assigned to regular and alternative classrooms. Work with the library/technology media specialist to support efficient and effective operation of library services. Supervise student behavior during lunch periods; provide assistance to students with managing food items, i.e., opening milk cartons, packages, thermos and/or cans.

Other

Attend and participate in faculty meetings and special events and serve on staff committees as required. Provide clerical assistance as needed including assisting with the scheduling of appointments. Ensure that all interactions with students, district personnel, and parents are supportive, courteous, and respectful. Perform other related duties as assigned.

Policy, Reports, and Law

Maintain confidentiality. Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents. Pursue professional development activities for self and assigned staff; ensure that professional development activities are aligned with district goals and initiatives and current professional research. Comply with all policies, operating procedures, legal requirements, and verbal and written directives. Comply with the professional code of ethics and standard practices for Texas educators. Follow district safety protocols and emergency procedures. Perform other related duties as assigned.

Education/Certification

High school diploma or equivalent Valid Texas Educational Aide Certificate

Special Knowledge/Skills/Abilities

Skill in working with a variety of students in varied situations Ability to be self-motivated and self-directed Ability to operate multi-line phone system Effective public relations, organization, communication, and interpersonal skills Ability to read; understand and follow detailed written and verbal instructions Ability to speak, read, and understand English Ability to effectively present information in one-on-one situations Proficient in keyboarding and file maintenance

Supervisory Responsibilities

None

Mental/Physical Demands and Environmental Factors

Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: Work to be completed on-site from assigned school or building; regular exposure to noise and computer monitors No remote work Mental Demands: Work with frequent interruptions; maintain emotional control under stress work; prolonged or irregular hours