JOB TITLE:   Administrative Assistant for Central Office Full Year

 JOB GOAL:

To greet visitors to the central office and support the HR and TLI  offices. 

SUPERVISION:

Works under the supervision of the Assistant Superintendent for TLI and the 

Human Resources Director 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Promote a welcoming environment by pleasantly greeting students and visitors; answering questions; responding to inquiries from school employees, citizens and others, referring to appropriate person when necessary. 

For Human Resources:

• Confirm that new hires submit accurately completed required online forms and paperwork      
• Enter new hire information into  Munis Action Entry Module.
• Update employee information in Power School and Aesop
• Update employee Seniority, 1st, 2nd & 3rd and Potential Teacher Status worksheets
• Complete employee status change forms and resignation/termination forms and submit to payroll.
• Track SST and TLI course participations to update Potential Teacher Status worksheet
• Run CORI checks and retrieve fingerprinting results. Print those with a finding and share with the Director of Human Resources, maintaining full confidentiality.
• Receive, record and file transcripts for tuition reimbursement and lane changes using protocol developed with Director of Human Resources and Administrative Assistant for Human Resources.
• Submit job postings to Handshake website
• Screen applicants for Substitute teacher positions
• Perform reference checks on Substitute applicants

For the Office of Teaching, Learning & Innovation

• Provide clerical support to the Office of TLI
• Arrange travel, calendars, appointments
• Order curriculum materials
• Update Office of TLI website
• Communicate schedules and purchases from office of TLI to business office
• Track expenditures for Office of TLI budget and Office of Online Learning Budget
• Other duties as assigned.
• Track credit card usage for district and  Assistant Superintendent accounts
• Manage STEM purchasing for Elementary curriculum
• Prepare and process Purchase Orders
• Manage Professional Development Google Calendar
• Book rooms
• Request Substitutes
• Track and Communicate all HomeSchool and Out-of-District requests
• Enroll students and families as necessary

Central Office

• Assist with meeting and training set up (e.g. ordering of catering, break down for training spaces at town hall and other school locations)

• Back up Administrative Assistant to Superintendent on Novus Agenda and online public meeting posting procedures and other duties as needed
• Knowledge of emergency procedures.

•   Maintain an orderly work environment.

• Proactively solve issues and work to increase efficiencies within the offices

•   Other duties as assigned.

• Create and distribute yearly mailings
• Reasonable Assurance
• Potential Teacher Status
• Title Grant
• HomeSchool Mid-Year Reports

DESIRED MINIMUM QUALIFICATIONS:

Education and Experience

Graduation from a high school or GED equivalent with specialized course work in general office practices such as word processing  and filing.

Minimum of one year of related experience.

Necessary Knowledge, Skills and Abilities

Willingness and ability to help other co-workers as needed.

Excellent human relations skills required.  Ability to work collegially and cooperatively with all constituencies within the school community is essential.

Working knowledge of computers and electronic data processing; working knowledge of office practices and procedures.

Skill in operation of listed tools and equipment

Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing.

Ability to handle a large volume of work and a variety of jobs in an efficient and accurate manner.

Ability to speak one or more languages.

Tools and Equipment Used

Phone console, copy machine, calculator, personal computer, including Microsoft Word software.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear.  The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands or arms.

The employee must occasionally lift and/or move up to 15 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is quiet.

SELECTION GUIDELINES:

Formal application, rating of education and experience; interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

This job description is subject to change in a manner consistent with law and any applicable bargaining agreement by the employer as the needs of the employer and requirements of the job change.

TERMS OF EMPLOYMENT:

Full year, full time position. Member of Association of Administrative Assistants and

Clerks’ bargaining unit. Benefits per contract.

EVALUATED BY: 

Human Resources Director and Assistant Superintendent for TLI

7/29/2020