Administrative Assistant - Registrar [ESP2919]

Job Title: Administrative Assistant I

Classification Title: Counseling Administrative Assistant

Calendar: D, 9.5 Months
ESP Salary Schedule: Range 40 Step 1

Hours: 8/Day, 40/Week

Location: Ben Lomond High School

GENERAL PURPOSE

Responsible for providing administrative and clerical services for the assigned school or department.  Duties include answering phones, maintaining records, scheduling appointments and maintaining calendars, preparing and responding to correspondence and providing support for students, parents and staff. 

MAIN JOB TASKS AND RESPONSIBILITIES

• Answer telephones and give information to callers, take messages and/or route to appropriate staff members.
• Open, read and route incoming mail/email. 
• Copy, file and distribute a variety of documents.
• Work with word processing, spreadsheet and database software to complete administrative tasks.
• Handle extensive confidential information.
• Provide clerical and administrative support for staff as assigned.
• Compose and type routine correspondence; prepare materials for special events such as invitations, guest lists RSVPs, programs, etc.
• File correspondence and other records
• Schedule appointments and make changes to the calendar as necessary.
• Greet visitors; ascertain nature of business, and direct visitors to the employer or appropriate person.
• Make decisions regarding dissemination of information, screening of visitors and deferral or immediate action in the absence of supervisors.
• Compile and type statistical information and reports; maintain related databases and enter new data as necessary.
• Schedule meetings and record minutes of meetings as assigned.
• Prepare outgoing mail.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text data and graphics.
• Order and stock office supplies as necessary; processes purchase orders as necessary.
• Follow purchasing requirements and processes.
• Maintain office equipment such as copiers and computers; calls for assistance when needed for more complex repairs and maintenance. 
• Assist in developing and distributing information packets, notes and the like to students, parents and staff as needed. 
• Serve as backup for other clerical and administrative staff as assigned.

Counseling

• Maintain the counselor's calendar and make student appointments with counselors.
• Supervise student aides; assigns their duties daily.
• Prepare, update scholarship bulletins, scholarship books.
• Assemble materials needed for students to apply for scholarships and awards.
• Provide all transcripts for all occasions during the school year.
• Notify teachers and other secretaries of class changes.
• Maintain locator cards on students.
• Compile senior failing list for graduation, compile graduation list, diplomas, etc.
• Prepare spring registration for the new academic year.
• Cross-train in all duties of Registrar and perform Registrar duties as needed.  

EDUCATION AND EXPERIENCE

• A High School Diploma or equivalent.
• One (1) year of related experience.
• Knowledge of bookkeeping and skill in typing, computers, and using a calculator. 

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• The job occasionally requires light physical exertion including walking, standing, motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant elements.