Job Title: Administrative Assistant I

Department: School Office

Reports To: Site Principal

FLSA Status: Non-Exempt

Prepared By: Human Resources

Approved By: Governing Board

Approved Date: 11/12/2024

Summary

Under the direct supervision of the assistant 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 planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Assist visitors to the office, including students, parents, substitute teachers, and others.
• Answer telephone calls, and provide 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.
• Register new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

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 and 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 confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Working Environment: The usual and customary methods of performing the job's functions require the following physical demands; the employee is frequently required to sit; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk. The employee must occasionally lift and/or move up to 50 pounds. The noise level in the work environment is usually moderate.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments

Qualifications

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.
• Successful experience with office management is preferred.
• One to three years school secretary preferred

Terms of Employment

• Salary placement on Grade C of the Governing Board approved salary schedule.
• Hours per day as determined by the specific assignment.
• Benefits as assigned for this position.

Clearances

• Criminal Justice/Fingerprint Clearance.
• Measles/Mumps/Rubella Immunity/Vaccination.
• Valid I-9 form.

Evaluation

Performance in this position will be regularly evaluated by the site principal, or their designee.

Notice of Non-Discrimination:

The Florence Unified School District does not discriminate on the basis of race, color, national origin, sex, age or disability in admission or access to or treatment or employment in its policies, procedures or practices, in compliance with Title VI, Title VII, Title IX, Section 504 and the Americans with Disabilities Act. The lack of English language skills shall not be a barrier to admission or participation in the district's activities and programs.  The Florence Unified School District also does not discriminate in its hiring or employment practices.

This notice is provided as required by Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and the Americans with Disabilities Act of 1990.  Questions, complaints, or requests for additional information regarding these laws may be forwarded to the designated compliance coordinator(s): the District Title IX Coordinator, and/or the District 504 Coordinator, both of which can be located on our web page www.fusdaz.com or in person at 1000 South Main Street, Florence, Arizona.  Or by phone at (520) 866-3500.