ALBANY COUNTY SCHOOL DISTRICT ONE

Laramie, Wyoming

JOB DESCRIPTION

Administrative Assistant to the Principal (LHS)

POSITION SUMMARY

The job of Administrative Assistant to Principal (LHS) is done for the purpose/s of providing complex and confidential, secretarial and administrative support to the school-site principal and other administrators; conveying information regarding school functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities. This job reports to Principal.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

The Administrative Assistant to the

Principal:

Coordinates maintenance on office equipment for the purpose of ensuring proper operation.

• Coordinates projects, functions, and/or program components in conjunction with a variety of other parties (e.

g. facility usage, honor award ceremony, commencement, meetings, in-service events, travel and accommodations, facility use including assemblies, graduation, etc.) for the purpose of assisting in the planning of site activities and maintaining accurate scheduling for administrator and site.

• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, financial records, reports, inventories supplies needed, etc.) for the purpose of providing up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors budget line-item balances for the purpose of communicating to principal and others: budget balances, potential budget problems.
• Monitors a wide variety of activities on behalf of site principal (e.

g. email, District software, key requests, program components, meeting arrangements, account balances, master calendar, etc.) for the purpose of achieving goals for site and meeting target dates in compliance with established guidelines and regulatory requirements. Oversees the work activities within the office (e.g. assignments, student and staff check out, etc.) for the purpose of monitoring progress, and ensuring completion within established guidelines.

• Participates in a variety of meetings, workshops, and training seminars for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, etc.) for the purpose of documenting activities, providing written reference, and conveying information.
• Processes purchase orders and receipts for the purpose of tracking expenditures and ensuring items are received and distributed.
• Procures supplies and materials for the purpose of maintaining availability of required items.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, central administration, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and providing direction.
• Supports assigned administrative personnel (e.g. appointments, correspondence, timesheets, etc.) for the purpose of providing assistance with administrative functions and responsibilities.
• Tracks staff absences (e.g. approval for staff professional development travel, etc.) for the purpose of complying with District requirements and developing monthly absence and substitute reports.
• Demonstrates a sense of professional responsibility, such as demonstrating ethical behavior; providing accurate data and reports when needed; meeting deadlines; maintaining confidentiality; caring for the equipment and materials; and dressing appropriately and presenting a good role model.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
• Denotes essential functions (The tasks listed under the heading of Characteristic Duties and Responsibilities are examples of the variety and general nature of duties performed by employees in positions allocated to the classification.

This specification should not be interpreted to describe all the duties which may be assigned to an employee at this level, nor should persons assigned be expected to necessarily perform all the duties described.)

SKILLS, KNOWLEDGE, AND ABILITIES REQUIRED

Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; and performing basic bookkeeping and record keeping. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; basic bookkeeping principles; business telephone etiquette; knowledge of site programs, procedures, and personnel; and common office machines. Ability to schedule a number of activities, meetings, and/or events; gather and/or collate data; and consider a number of factors when using equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using a variety of standardized methods. Ability is also required to work with a wide diversity of individuals; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant interruptions; and multitasking.

ENTRY QUALIFICATIONS

Mandatory:

Minimum of high school education or GED.

Preferred:

1+ years of experience working in a school is preferred.

PHYSICAL ABILITIES AND WORKING CONDITIONS

• The Physical Abilities and Working Conditions listed in this section are representative of but are not intended to provide an exhaustive list of Physical Abilities and Working Conditions which may be required for this position.

Albany County School District #1 encourages persons with disabilities who are interested in employment for this position and need reasonable accommodation of those disabilities to contact the Chief Human Resources Officer for further information.

• Vision:

  (which may be corrected) to read small print; view a computer screen for prolonged periods.

• Hearing:

  (which may be corrected) to answer telephones and tolerate exposure to noisy conditions.

• Speech:

  to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone.

• Upper Body Mobility:

  use hands and fingers to feel, grasp, and manipulate small objects; manipulate fingers, twist and bend at the wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower the head.

• Strength:

  to lift, push, pull and/or carry objects which weigh as much as 40 or more pounds on a frequent basis.

• Environmental Requirements:

  encounter constant work interruptions; work cooperatively with others; work independently; work outdoors and indoors.

•

Mental Requirements:

read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile, and coordinate information and records.•

Additional Work Conditions and Physical Abilities:

Requires travel to multiple sites.

EVALUATION

• Evaluation of this position shall be by the Principal.