ADMINISTRATIVE ASSISTANT (#46)

MIDDLESEX COUNTY PUBLIC SCHOOLS

Position: Administrative Assistant

Position Summary: To provide secretarial support within the main office, serve as a data entry person for the student information system, serve as the receptionist and give general secretarial assistance as needed, including assisting the general public in a courteous manner.  This person, otherwise, relieves the building administrators of clerical work and minor administrative and business detail.

Job Type: Full-Time

Contract: 261

FLSA Status: Non-exempt

Minimum Qualifications: 

• Highly effective public relations skills and abilities with an emphasis on the ability to greet the public and to assist in meeting their needs.
• Extensive oral and written communication skills.
• Ability to maintain complex clerical records and to prepare reports from such records.
• Ability to operate and maintain standard office equipment.
• Ability to work effectively under pressure.
• Ability to maintain confidential information.

Essential Functions: 

• Creates general correspondence, memorandum, reports, schedules, contracts and other materials from rough draft, copy, marginal notes, or verbal instruction. 
• Serves as the school's receptionist; answers phones, gives information to callers. 
• Schedules appointments, files various forms of paperwork and school information. 
• Welcomes visitors and refers them to the proper authority or person for disposition. 
• Responds to questions about school programs, procedures and policies. 
• Maintains computerized records and reviews a variety of data for accuracy such as attendance, student enrollment, interim and nine weeks' progress reports, discipline data, and student demographics in Power School or other system operations. 
• Collects and prepares data for records and reports, i.e. summer school attendance.
• Maintains appointment calendars, schedules appointments and meetings. 
• Receives, sorts and processes mail. 
• Operates standard office, word processing and data processing equipment. 
• Assists with ordering supplies and equipment. 
• Maintains confidential files, information, correspondence, forms, reports, etc. 
• Assists in keeping the office functioning in an orderly way with little or no interruption to the daily schedule. 
• Processes registrations and withdrawals. 
• Requests records from other school systems/ registers new students as required. 
• Abides by all Middlesex County School Board Policies and Regulations. 
• Performs other duties as assigned.

Education and Experience: 

• High school diploma or GED certificate with business school training preferred.
• Considerable experience (2-5 years) in the secretarial field with computer experience.
• Thorough knowledge of office terminology, procedures, and equipment (to include computers).
• Advanced typing and computer skills (Word preferred).

Physical Requirements: 

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (15-20 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Supervision Exercised: 

Building Principal