Primary Purpose:

Under the supervision of an Assistant Principal, provides administrative support that integrates related, yet unique sub-functions and teams Performs complex secretarial and administrative support duties, including but not limited to reception, transcription of documents, administrative support to projects and programs, maintenance of document filing and retrieval systems, private student records, and basic record keeping. Provides support and communicates information to students, staff, the public, and other agencies. Understands and works effectively with people of differing cultures.

 

Qualifications: 

 

Education/Certification:

 

• The position typically requires a high school diploma or equivalent, and three years of increasingly responsible office experience providing administrative support. College-level course work may substitute for some experience.

 

 

Required Knowledge, Skills and Abilities:

 

• Requires in-depth knowledge of office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
• Requires a working knowledge of those activities associated with accounting, budget and payroll transaction processing, and statistical record keeping.
• Requires basic knowledge of laws, regulations, policies and procedures governing school operations and services including curriculum, instruction and assessment.
• Requires a working knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, and database software used in education.
• Requires business mathematics skills to compute sums and basic statistics.
• Must be skilled in using and troubleshooting various standard office machines.
• Requires well-developed skill using the English language, grammar, spelling, punctuation, proofreading/editing, to prepare professional, correspondence.
• Requires sufficient human relations skills to present a positive image of the School, convey technical information to others, and use patience in dealing with a diverse population.
• Requires the ability to perform all of the duties of the position efficiently and in an open environment with interruptions and distractions.
• Must be able to perform clerical and secretarial work with speed and accuracy.
• Must be able to learn, interpret, explain and apply knowledge of District, site, and department organization, operations, programs, functions and special department terminology when performing assignments.
• Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.
• Requires the ability to work cooperatively with staff, current and prospective students, external organizations, and the public using patience and courtesy.
• Requires the ability to maintain confidentiality of private and sensitive information.

Major Responsibilities and Duties:

Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to accurately reflect the principal job elements.

 

• Work is performed in a high school office with continuing disruptions and distractions.
• Plans, schedules, and performs a variety of secretarial and clerical work in support of an organization unit that integrates academic, student activity, or other assigned cluster/work teams.
• Performs administrative support that involves applying a working understanding of the functions and procedures of the school site, with a basic understanding of functions and procedures of other organization units.
• May coordinate issuance of lockers and locks, optimizing location and access, and recording pertinent information.
• May maintain lost-and-found inventory and dispose of it after notifications are made within required timeframes.
• Coordinate CAHSEE, STAR & AP testing.
• Coordinates and schedules meetings as directed. Prepares schedules and informs participants, confirming dates and times.
• Responds to inquiries and conveys information about programs and services provided by the organizational unit and district. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate administrator. Responds to requests for information of a specialized or confidential nature requiring the use of discretion and judgment in explaining regulations and procedures.
• Provides information to visitors and/or other interested parties, and provides routine external liaison in one or more of a range of contexts. Provides information and assistance to school personnel or the public in a variety of matters requiring a detailed knowledge of rules, procedures, policies, precedents discipline and activities.
• Organizes work by setting up business and academic calendars and cycles, then establishing and sequencing deadlines and/or time lines for projects, activities, and required submissions and reports.
• Coordinates and performs the administrative aspects of projects and events, integrating them with ongoing work routines.
• Coordinates and schedules meetings as directed. Prepares schedules and informs participants, confirming dates and times.
• Prepares, assembles, maintains and updates calendars, schedules, lists, manuals, directories, and handbooks for distribution and use by others.
• Prepares informational packets for others to use in presentations and meetings.
•  Provides support and liaison services to Discipline and Activities AP’s and other staff
• Provides support for members of law enforcement and Parole Officers.
• Coordinates 504 meetings and assists with the compiling and distribution of required documents.
• Assists with the collection of necessary documentation for graduation.
• Receives walk-in guests and telephone inquiries from a variety of individuals including students, parents, community members, teachers and administrators. Initiates and receives telephone calls, provides information and resolves matters as appropriate, or routes calls as necessary.
• Maintains calm and control of appointment waiting areas. Prepares forms and updates student information files on status changes initiated by Assistant Principals and other administrators.
• Provides administrative support to special processes and projects, such as, but not limited to curriculum, assessment, student services, and discipline functions and committees. Prepares forms, revisions, and final documents to support proceedings.
•  May conduct required research to compile reports for administration or to outside agencies.
• May provide support to testing, immunization, and other required processes. May prepare and mails notifications, and file or enter results into student files.
• Establishes and maintains filing systems on a variety of subject matters.
• Accesses and enters information to student and administrative databases. May maintain specialized databases relevant to area of assignment.
• May maintain field trip and conference requests.
• May manage timesheets.
• May coordinate and monitor student activities related to discipline actions. Locates students to minimize disruptions. Prepares supplemental forms documenting the nature of action.
• Prepares and types letters, memoranda, forms, reports, bulletins, handbooks, questionnaires, requisitions and documents with minimum direction. Reviews forms and materials for completeness, accuracy and conformance with established requirements. May take and transcribe dictation or operate dictating equipment as assigned.
• May maintain and monitor program or department budgets, including data entry and reconciliation procedures.
• May prepare and process purchase orders, invoices, expense forms, claims, and payroll timesheets, verifying available funds and coding to proper budget category. May follow-up on approved purchases for delivery status, costs, and in the case of project-oriented services, work in progress and outstanding balances.
• May order, store and issue office supplies.
• Performs other duties as assigned that support the overall objective of the position. All other related duties as assigned 

 

 

Equipment Used: 

 

All equipment required to perform jobs duties and tasks previously described.  

 

Physical / Environmental Factors: 

 

Periods of frequent and prolonged travel. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Responsive Education Solutions considers applicants for all positions without regards to race, color, national origin, age, religion, sex, marital status, veteran or military status, disability, or any other legally protected status. Being authorized to work in the U.S. is a precondition of employment. 

 

 

 

Texans Can Academies is an Equal Opportunity Employer