Administrative Assistant, Class III (SPSSA) 10.5 month

GENERAL SUMMARY:

Saginaw Public Schools Class III Elementary Secretaries are responsible for providing secretarial support to building principal, conveying information regarding school functions and procedures, ensuring compliance with building's financial, legal and administrative requirements and overseeing the office activities in support of the services provided to students, parents, and staff.
 
DISTRICT-WIDE PERFORMANCE STANDARDS:
The School District of the City of Saginaw, in partnership with parents, students, businesses and the community, are committed to and responsible for ensuring the highest level of academic achievement and career planning for all students, the highest performing organizational structure at all levels, and a safe and effective learning environment for all students.
 
KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of grammar, spelling and business correspondence
2. Knowledge in the use of general business office equipment
3. Knowledge of the software used to generate and maintain correspondence, reports and other documents
4. Knowledge of SPSD policies and procedures
5. Skilled typist � 45 wpm
6. Skilled in accurate recordkeeping and filing
7. Ability to communicate with all employees, parents, students and other community contacts in a courteous and professional manner.
8. Ability to respect confidentiality in sharing information with parents, staff and others, where appropriate
9. Ability to compile data and reports
10. Ability to learn and adapt to changing situations
11. Ability to work with figures.
12. Ability to discern proper office attire from improper office attire.
13. Ability to work in a multi-cultural, urban setting and develop a rapport with students, staff, parents and the school community

 
Physical Demands � Physical Demands � While performing the duties of this position, the employee is regularly required to sit, talk, hear, walk and use hands to finger, handle, or feel; reach with hands and arms.  The employee must occasionally lift, and/or move up to 30 pounds.  Reasonable accommodations may be made to enable individual with disabilities and those without disabilities to perform these essential functions.
 

DUTIES AND RESPONSIBILITIES:

1. Create an atmosphere in the office that is welcoming and that values our students, parents, district employees and the community
2. Provide outstanding customer service to students, parents, staff and the community
3. Maintain confidential information, correspondence, records and reports.
4. Answer calls and direct or forward callers to the appropriate party.
5. Direct/monitor visitors
6. Prepare the bi-weekly payroll for building staff (non-certified and certified).
7. Assist in preparing the building budget
8. Request substitutes using WillSub, keep daily records of substitutes, process substitutes payroll bi-weekly
9. Pupil Accounting duties such as maintaining accurate student enrollment, and withdrawal entries.
10. Prepare requisitions, such as those for warehouse, special purchases and the activity fund
11. Maintain lunch status of all families
12. Prepare suspension letters and schedule hearings as necessary
13. Deposit in-school sales into the appropriate activity fund
14. Check-in and distribute supplies, equipment and books
15. Keep all inventories current
16. Schedule parent conferences, fall and spring
17. Register students, including kindergarten students, and keep office records up to date
18. Complete and maintain work/repair orders, accident reports and field trip requests
19. Sort and distribute mail
20. File papers
21. Perform other duties as assigned

 
EDUCATION AND/OR EXPERIENCE:

1. High school education or equivalent
2. Previous secretarial experience in a school or general office environment preferred

 
SPECIAL REQUIREMENTS:
Possess leadership skills in office management
 
WORKING CONDITIONS:
Normal office environment.  It is also anticipated that some stress will be associated with this position primarily due to deadlines.
 
SUPERVISORY RESPONSIBILITIES:
None
 
FISCAL RESPONSIBILITIES:

1. Assist building principal in preparing budgets, overseeing petty cash and other deposits Counting and tracking deposits forwarded to district's cashier/finance office
2. Ordering and conducting inventories of supplies coming into the school

 
CURRICULA RESPONSIBILITIES:
None
 
METHOD OF EVALUATION:
Performance of this job will be evaluated on a yearly basis.