BENNINGTON PUBLIC SCHOOLS

JOB DESCRIPTION

Student Services Administrative Assistant

GOAL: The job of Administrative Assistant is done for the purpose/s of providing a wide variety of complex and confidential secretarial support to the Student Services Administrative Staff; communicating information on behalf of the office and its staff, other districts, public agencies, etc.; and addressing a variety of issues and/or providing administrative support.

QUALIFICATIONS:

• High School Diploma. Previous secretarial experience beneficial.
• Organizational skills, word processing skills, ability to operate office machines such as computer, fax and copy machine.
• Knowledge of software applications, such as word processing, spreadsheets, and databases.
• Professional, personable, and welcoming.
• Ability to maintain confidentiality and professionalism in interacting with staff, public, parents and Board Members.

REPORTS TO: Student Services Director

SUPERVISES: None

TERMS OF EMPLOYMENT: 12 months

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation and Support Services Personnel.

PERFORMANCE RESPONSIBILITIES:

For Director:

• Handling of phone related issues such as answering calls, taking messages, forwarding of messages, and screening of calls.
• Processing of correspondence: to include sorting of mail, editing and/or composing general letter responses.
• Maintain Records (Paper and Electronic).
• Perform responsibilities assigned by Director.
• Relay all happenings/concerns/needs to the Director.
• Manage Student Services data.
• Manage Student Records at the district level.

General Duties:

• Manage day to day office activities by performing usual office routines and practices associated with a productive and efficient office.
• Attends meetings, workshops and seminars for the purpose of recording the minutes; coordinating materials distribution and/or supporting the needs of other attendees.
• Compiles data from a variety of sources (e.g. student data system, state reports, federal reports, etc.) for the purpose of developing district reports.
• Coordinates a variety of activities for the District Administrative Staff (e.g. meetings, receptions, luncheons, workshops, travel/accommodations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Evaluates potentially hostile situations (e.g. involving staff, students, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Maintain documents, office files and records for the purpose of providing up-to-date reference and audit trail for compliance with district, local, state and federal regulations.
• Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Responds to a wide variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
• Revision, distribution, Staff notification, tracking and updating of District Policies and Regulations including application to Web Sites.
• Complete training in safe schools procedures.
• Inventory/Prepare co-op order to be submitted for next school year.
• Maintain confidentiality and loyalty to employer.
• Promote a positive image of the District at all times.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple, non-technical tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; preparing and maintaining accurate records.

KNOWLEDGE required to satisfactorily perform the functions of the job includes: school district operations and philosophy; concepts of grammar and punctuation.

ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing a variety of complex processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize specific, job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant and sustained interruptions; working with detailed information/data.

Responsibility

Responsibilities include: working independently under broad organizational guidelines to achieve unit objectives; directing other persons within a small work unit; and supervising the use of funds. Utilization of significant resources from other work units is sometimes required to perform the job's functions. There is a continual opportunity to significantly impact the Organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally the job requires 60% sitting, 25% walking, and 15% standing. This job is performed in a generally clean and healthy environment.

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The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

EOE