Substitute Administrative Assistant (School/District) Position Purpose Under the direct supervision of the principal or other administrator, to provide clerical, secretarial, and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting 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 regarding activities, events, or other work-related matters.
- Assists in maintaining documents, files, and records for the purpose of providing up-to-date references and audit trails for compliance.
- Assist visitors to the office, including students, parents, substitute teachers, and others.
- Answers telephone calls, and provides information and assistance to callers.
- Distribute incoming mail appropriately; send outgoing mail.
- Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
- Responds to inquiries from students, parents, and employees, providing information, facilitating communication among parties, and/or providing direction.
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.
Equipment Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
Travel Requirements Limited travel to and from meetings may be required.
Knowledge, Skills and Abilities - Ability to describe problems and work orally or in writing to the supervisor as required.
- Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
- Ability to carry out instructions furnished in written or oral form.
- Ability to add, subtract, multiply, divide, and perform arithmetic operations.
- Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
- Ability to problem solve job-related issues.
- Ability to work with a diverse group of individuals.
- Ability to process paperwork accurately according to standardized procedures.
- Ability to maintain the confidentiality of information regarding students, employees, and others.
- Organizational and time management skills.
- Knowledge of office management procedures.
Physical and Mental Demands, Work Hazards Works in standard office and school building environments.
*See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.
Qualification Profile 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.
- Some Shorthand or speed writing skills are desirable.
- Successful experience with office management is preferred.
FLSA Status: Non-exempt