The role of the Administrative Assistant is to provide administrative and complex secretarial support to the building's main office and Building Administrator. The Administrative Assistant ensures the effective and efficient operation of a school by applying organizational skills to a very busy and highly visible office environment. This is a deadline-driven, goal-oriented role, providing support to the Building Administrator, school staff, students, and community. This position involves a great deal of interfacing with community members and therefore requires diplomacy, tact, and professional conduct.
The Essential Functions of this position include
- Support Building Administrator in all activities including scheduling, communications, research, reports, paperwork, audit compliance, budget management, and project management.
- Respond to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for providing information or direction and/or facilitating communication among parties. Use discretion when discussing all school affairs and maintain a high level of confidentiality.
- Exercise judgment in prioritizing items to be brought to the attention of the Building Administrator.
- Create and update procedures for accomplishing administrative support tasks.
- Maintain manual and electronic document files and records for ensuring accuracy and providing historical references in accordance with established administrative guidelines and legal requirements.
- Perform routine office functions such as typing, computer operation, filing, collating, producing materials, computing data and data entry, purchasing office supplies, greeting visitors, answering phones, and scheduling appointments, and meetings for the Building Administrator.
- Prepare purchase orders, order supplies, maintain inventory, and track travel reimbursements.
- Track and report staff time off and assist in coordinating substitutes according to set standards.
- Ability to plan, organize and prioritize work schedules to promote efficient workflow.
- Attend scheduled staff/faculty meetings and training as needed/requested.
- Attendance in accordance with established days/hours of work.
- Perform other tasks and duties as appropriate and/or assigned.
The required education and experience for this position include:
Education:
- Minimum Required: High School Diploma or Equivalent
- Preferred: Associate or Bachelor’s Degree
- Certification Preferred:
Experience:
- Minimum Required: 2 years of increasingly responsible administrative support work
- Preferred: 3-5 Years of office administrative experience
Knowledge, Skills, And Abilities: (see bolded text)
- Working knowledge: Sufficient familiarity with the subject to know basic principles and terminology and to understand and solve simple problems.
- General knowledge: Sufficient knowledge of a field to perform most work in normal situations. The work calls for comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.
- Thorough knowledge: Advanced knowledge of the subject matter. The work calls for sufficient comprehension of the subject area to solve unusual as well as common work problems, to be able to advise on technical matters and to serve as a resource on the subject for others in the organization.
- Comprehensive knowledge: Requires complete mastery and understanding of the subject. This term should be used sparingly and only for unusually exacting or responsible positions required to originate hypotheses, concepts, or approaches.
List Specific Skills And/Or Abilities Required:
- Highly proficient in the use of technology, particularly in computer programs such as, but not limited to, email, Microsoft Office, Google Workspace, and cloud computing.
- Experienced in the use of various office machines and equipment (multi-line phones, FAX machines, copy/scanner functions, intercom, and security systems).
- Excellent verbal and written communication skills, including skilled use of grammar, demonstrating the ability to write correspondence, memos & reports.
- Ability to read and comprehend instructions, correspondences, and memos.
- Ability to effectively present information in one-on-one and group situations to students, staff, and others.
- Assimilates new information quickly and efficiently.
- Demonstrate sound judgment, discretion & decorum when interacting with students, staff & public.
- Ability to work independently in a fast-paced environment.
Equal Opportunity: The Burlington School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.