Executive Administrative Assistant

About the Employer

Experience

Three years clerical experience preferred

Job Description

Primary purpose: Ensures the efficient operation of the campus office and provides clerical services for the campus administrative staff.

Education/Certification

High school or GED

Special Knowledge/Skills

• Ability to maintain accurate and auditable records
• Ability to use personal computer and software to develop or maintain spreadsheets and databases
• Proficient word processing and file maintenance skills
• Knowledge of basic accounting principles
• Ability to follow written instructions
• Ability to operate multi-line phone system

Major Responsibilities and Duties

• Prepare written correspondence, forms, schedules, or reports using personal computer.
• Maintain a daily teacher attendance log and records for substitute teachers (AESOP).
• Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office according to established deadlines.
• Maintain school calendar of events.

Reception and Phones

• Schedule meetings and appointments and maintain calendar for principal.
• Assist students, teachers, and parents as needed.
• Receive incoming calls, take reliable messages, and route to appropriate staff.

Files

• Update handbooks, policy manuals, and other documents as assigned.

Accounting and Inventory

• Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
• Prepare purchase orders.
• Prepare and make cash deposits for activity account(s) and cafeteria. May be responsible for maintenance of activity checkbook(s) and ledger(s).
• Assist with coordination of faculty meetings and campus activities.

Other

• Make morning announcements.
• Prepare travel requisitions for campus personnel.
• Prepare student and staff IDs.
• Report accidents involving campus personnel.
• Oversee Xerox records and use of machine.
• Maintain confidentiality of information.
• Perform other duties as assigned.

Supervisory Responsibilities

None.

Equipment Used

Personal computer, printer, calculator, copier, fax machine, and shredder.

Mental Demands/Physical Demands/Environmental Factors

Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions, prolonged use of computer.