Administrative Assistant (Temporary)
About the Employer
Job Description
Zanesville City Schools District Job Description Title: Secretary - Building Reports to: Principal Under the direction of the Principal, performs a variety of clerical and support work involving both specific routines and broadly defined policies and procedures; greets and interacts with the public, works cooperatively with staff, students, and parents, and performs other related duties as assigned.
Training Qualifications
High School Diploma or GED Equivalency. Pass a series of typing, word processing, and grammar tests. Have a working knowledge of basic office procedures and the operation of common office equipment, machines, and computers. Previous experience as a secretary preferred. Such alternatives to the above qualifications as the board may find appropriate and acceptable.
Knowledge of Preschool Requirements for Step Up to Quality Program.
Knowledge of the requirements and procedure for enrollment for preschool. Know of the procedure for payment (invoicing, ODJFS billing, employee payments, etc) required skills and abilities:
Communication Skills
Must be able to read, analyze, and interpret information relevant to the position, including being able to speak effectively to small and large groups of people, and to communicate clearly and concisely both orally and in writing.
Leadership Ability
Must be able to articulate a vision and mission for the district and provide the appropriate direction, guidance, and management skills to achieve them.
Mathematics Skills
Must have the ability to work with basic mathematical and computational concepts.
Reasoning Ability
Must be able to define problems, collect data, establish facts, and draw valid conclusions.
Technology Skills
Able to effectively use, as it applies to your specific job function, typical office applications and computer programs such as word processing, spreadsheets, and presentations; must be able to use email.
Personal Qualifications
Demonstrates enthusiasm and a sincere desire to aid and ensure the safety of all. Is able to accept constructive criticism/feedback. Demonstrates professional tact and diplomacy with administrators, staff, teachers, students, parents, and the diverse community. Conscientious and assumes responsibility for one’s own work performance. Anticipates problems and unforeseen events and deals with them in an appropriate manner. Demonstrates an ability to make proper decisions when required. Demonstrates loyalty to the administrative team. Possesses high moral character and a good attendance record. Promotes good social relationships as well as promoting good public relations by personal appearance, attitude, and conversation. Participates in appropriate professional organizations and their activities. Maintains a calm attitude and sense of control at all times. Maintains a high level of ethical behavior and confidentiality of information. Possesses the ability to be flexible and adaptable to changing situations.
Job Goal
To assure the smooth and efficient operation of the school office so that the office’s maximum positive impact on the education of children can be realized.
Work Environment/Characteristics and Conditions
The work environment characteristics described here are not listed in order of importance, and are representative of those an employee encounters while completing the duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties and responsibilities. The information contained in this job description is for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position.
Perform Secretarial Duties for Assigned Personnel as Requested.
Receive and route incoming phone calls. Coordinate events such as school photos and annuals by supplying teachers with the necessary forms, maintaining records of orders and money received, and distributing items upon receipt. Call for service on office/school equipment as needed. Perform general maintenance as required on office/school equipment and report copy count from school copiers.
Register New Students; Enter and Maintain Student Files in the Student Management Program;
Distribute information to teachers and food services. Set up permanent files and records for new students. Withdraw students from school upon request of parents and report to teachers and food services if the student is on the free or reduced lunch program. Prepare and send out records of transferring students during and at the end of the school year upon request of the schools. Maintain and update class rosters.
Organize, Maintain, and Assume Responsibility for Files of Correspondence, Forms, and Reports;
Collect School Fees and Receive All Money Received; Prepare Deposit for District Office. Prepare, type, and maintain records for all purchase orders. Check off packing slips against the office duplicate as shipments arrive. Requisition, receive, store, and distribute supplies and office materials, maintain materials and equipment inventory as assigned. Maintain school inventory and related tasks. Collect, compile, organize, and record a variety of data related to attendance, enrollment, personnel, payroll, equipment inventory, and student activities; prepare and maintain related records, files, and logs.
Perform Daily Tasks Such as Visitor Information;
Check in/out of students, parent inquiries, homework requests, or assisting teacher’s when needed. Maintain school website and email special notices and information to parents as needed via listserv. Assist with fire and tornado drills. Collect and account for monies collected in conjunction with school activities; secure monies and process according to established procedures.
Assist in Orienting New Teachers and Coordinating Substitute Personnel;
Provide keys and instructional materials and maintain related records. Supervise preparation of daily and monthly attendance reports for staff; check out keys; secure office building. Oversee and assist in maintaining accurate and current student emergency release information and oversee the release of students to authorized parent/guardian or approved individual.
Determine Needs of Children Entering the Nurse’s Office with Injuries or Illness When a Nurse or Health Assistant is Not Present and Administer First Aid as Necessary.
Provide clerical assistance to faculty and staff as needed. Record daily absences and tardies into student information database and prepare daily report to keep on file. Place calls to parents/guardians of students who did not call in absence. Process lunch tickets. Prepare letters of students absent 10 or more days. Send letters to parents of truant students (absent 10 days). Send names of students/parents contacted by letter to principal and attendance officer.
Run Individual Attendance Summary Reports as Required;
Prepare attendance report and annual attendance reports from student management database and forward to administration building. Assist in preparation of the kindergarten registration process. Provide appropriate information to the PTO. Complete other tasks as assigned by the principal.