Purpose Statement

The job of Administrative Assistant is done for the purpose/s of providing administrative and secretarial support to assigned school site administrators; monitoring assigned activities; and providing information, recommendations, and/or direction as requested by the assigned administrator. 

This job reports to the Principal.

Essential Functions 

• Answers telephones and security buzzer system when needed for screening calls, transferring calls, responding to inquiries and/or taking messages, and providing security for the front door. 

• Collects payments and prepares deposits for a variety of events (e.g. fines, fees, and fundraisers, etc.) to complete transactions and/or secure funds. 

• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, etc.) to comply with financial, legal, and/or administrative requirements. 

• Coordinates a variety of projects, functions, and/or program components (e.g. meetings, field trips, building usage requests, etc.) to complete activities and/or deliver services in a timely fashion. 

• Dispenses first aid (e.g. band-aid, ice pack, etc.) to students under the direction of a healthcare professional to provide emergency and necessary care in compliance with established guidelines. 

• Interacts consistently with students to educate students. 

• Maintains manual and electronic documents files and records (e.g. emergency information, facility use, time sheets, work orders, expense reimbursements, etc.) to provide up-to-date information and/or historical reference by established administrative guidelines and legal requirements. 

• Monitors students referred for illness or disciplinary action to ensure their safety and welfare to ensure a safe office environment.

• Participates in various meetings, workshops, and/or training to provide or receive information, record minutes, and support the attendees' needs. 

• Performs other related duties as assigned to ensure the efficient and effective functioning of the work unit.

• Processes documents and materials (e.g. time sheets, work orders, requisitions, budget transfers, debtors' list, core data discipline reports, discipline letters to parents, etc.) to disseminate information in compliance with administrative guidelines and/or regulatory requirements. 

• Procures supplies and materials to maintain the availability of required items. 

• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) to provide information or direction and/or facilitate communication among parties. 

• Supports assigned administrative personnel to assist with their functions and responsibilities.

Other Functions 

Performs other related duties as assigned to ensure the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge, and Abilities

Skills are required to perform multiple tasks with a need to occasionally upgrade skills to meet changing job conditions. Specific skill-based competencies required to perform the functions of the job satisfactorily include operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.

Knowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include business telephone etiquette; and concepts of grammar and punctuation.

Ability is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related 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 standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem-solving is required to identify issues and create action plans. Problem-solving with data requires independent interpretation of guidelines, and problem-solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; and establishing and maintaining effective working relationships.

Responsibility
Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; and monitoring budget expenditures. utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment 

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity. Generally, the job requires 30% sitting, 40% walking, and 30% standing. The job is performed under conditions with some exposure to the risk of injury and illness.   

Attendance

Consistent and regular attendance is an essential function of this position. 

Experience 

Job-related experience with increasing levels of responsibility is desired

Education
High school diploma or equivalent

Clearances  

FBI Fingerprint and Family Care Registry

FLSA Status

(Non) Exempt

Approval Date

1/12/2022

Salary Grade 
Classified

The purpose and utilization of job descriptions in Fulton 58 Public Schools are to ensure the essential functions of each position are articulated to create a clear understanding of job expectations for the incumbent while also providing a framework through which the recruiting, hiring, and retaining of employees may be enhanced.