Job Title: Administrative Assistant Secondary
| Reports to: | Administrator |
| Typical Schedule: | Days vary/7.5 or 8 hours |
| Bargaining Unit: | School Related Personnel (SRP)Or Non-Instructional Non-Bargaining (NNB) |
| FLSA: | Non-Exempt |
| Job Code: | TBD |
| Salary Schedule: | S10 or 59N* |
JOB GOAL
Responsible for performing varied, advanced clerical and administrative activities to support front office operations while maintaining strict confidentiality. This includes providing general office support, including answering phones, preparing correspondence, scheduling, maintaining and ordering supplies, receiving and distributing mail, greeting and assisting visitors, and other related activities necessary for the front office to function efficiently. This position works independently under general supervision. Typically reports to the principal.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provide administrative and secretarial support with minimal direction while maintaining strict confidentiality in all aspects of work.
- Respond to incoming phone calls by answering questions or routing to the appropriate staff member.
- Distribute pertinent information to parents, teachers, administrators, students, and staff as needed
- Review, edit, compose, and prepare correspondence, reports and memorandums.
- Maintain electronic calendar(s), and coordinate and schedule meetings, meeting rooms, and required equipment.
- Coordinate travel arrangements and prepare and process expense reports for travel.
- Order and maintain an adequate supply of materials and supplies for the school and arrange for equipment maintenance as needed.
- Prepare moderately complex reports and summaries as required by administration.
- Perform HR functions including preparing new hire paperwork and workers’ compensation documentation.
- Perform payroll functions for the school, including time entry and leaves, ensuring payroll deadlines are met.
- Provide backup for school operations as necessary, including but not limited to clinic duty, bus supervision and cafeteria duty.
- Utilize a variety of software programs to complete responsibilities within prescribed deadlines.
- Provide excellent customer service to internal and external stakeholders, communicating with staff at all levels and with the public, and keep superior informed of critical issues.
- Handle emergency situations and notify appropriate personnel for resolution.
- Create and maintain filing systems and files for the front office.
- Perform other duties as assigned.
*Positions designated as confidential will be classified as NNB and be paid according to salary schedule 59N.
MINIMUM REQUIREMENTS
KNOWLEDGE, SKILLS & ABILITIES
- Excellent organizational skills
- Ability to understand basic accounting/bookkeeping principles
- Operating knowledge of spreadsheets and other software programs, including calendar management, email, word processing, and databases
- Exhibit effective financial and mathematical computation skills
- Ability to initiate and anticipate data, reporting, and project needs
- Ability to communicate effectively with a variety of audiences, orally and in writing, including electronic media
- Ability to organize, prioritize, manage, and carry out duties efficiently and within established timeframes
EDUCATION, TRAINING & EXPERIENCE
- High School Diploma or equivalent
- Three years of experience providing clerical/administrative support
- OR
- Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position
CERTIFICATES, LICENSES & REGISTRATIONS
None
PREFERRED QUALIFICATIONS
- Associate’s degree
- Previous experience in a school environment
SUPERVISORY RESPONSIBILITY
None
PHYSICAL REQUIREMENTS
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
PHYSICAL ACTIVITY
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is required to stand, walk, sit, use hands/fingers to handle, or feel, reach with hands and arms, stoop, kneel, crouch, crawl, talk, and hear. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.
WORKING CONDITIONS
Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.
MACHINES, TOOLS, EQUIPMENT
General office equipment, including personal computers, fax machines, copiers, telephones, scanners, etc.
TERMS OF EMPLOYMENT
Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.
Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.
