About the position
The Administrative Assistant/Clerical/Resource Manager at Basswood Elementary plays a crucial role in inspiring and preparing scholars for their future. This position is designed to provide specialized clerical and technical support related to the assignment or placement of students, while also addressing the unique needs of the site or department. The individual in this role will be responsible for handling highly confidential and sensitive information, requiring a high level of discretion and independent judgment. The position demands the ability to plan, prioritize, and organize a diverse workload effectively, while also making recommendations for improvements in office practices and procedures. In this role, the Administrative Assistant will deliver exceptional customer service that aligns with the District's mission. This includes acting as a liaison between parents, students, guardians, and staff, ensuring effective communication and coordination of services with both internal and external vendors. The responsibilities extend to general office duties such as typing, filing, copying, and scheduling meetings, as well as maintaining handbooks and manuals, ordering supplies, and processing vendor invoices. The role also involves maintaining records, including staff and student information, and assisting with the interviewing process for new applicants. Health and safety are paramount in this position, as the Administrative Assistant will assist in coordinating access rights to site/building systems, maintain emergency call lists, and supervise students during lunch and recess. The individual will also facilitate communication during emergency situations and coordinate drills and evacuations. Overall, this position is integral to maintaining a safe and organized environment conducive to learning and growth.
Responsibilities
- Deliver customer service that embodies the District mission.
- Assist site/department leaders with communications.
- Act as a liaison between parents, students, guardians, community, and site/department staff.
- Communicate and coordinate services with internal and external vendors to ensure adequate service to the school system.
- Perform general office duties such as typing, filing, copying, and faxing.
- Schedule and prepare materials, rooms, and sites for meetings, events, and/or conferences.
- Create, update, and maintain handbooks and manuals.
- Order supplies and track inventory (general office and equipment).
- Verify and process vendor invoices.
- Process monetary deposits and/or refunds as needed.
- Attend meetings and record meeting minutes as requested.
- Develop and distribute communications to site/department and internal and/or external vendors.
- Maintain site, department, and/or supervisor's calendar.
- Scan and/or retrieve information located on the system's network.
- Create and/or enter data into spreadsheets and/or databases.
- Prepare and maintain records (staff and student records).
- Maintain and update records for site/department.
- Coordinate name badge renewal for site/department.
- Provide work direction for special projects/assignments.
- Assist with staffing database input.
- Maintain records on staff absences.
- Assist with the interviewing process with applicants and supervisors.
- Assist and coordinate with Human Resources the access rights to site/building systems.
- Maintain and distribute emergency call lists.
- Issue leave/appointment passes/partial absence slips to students.
- Maintain a safe environment for students.
- Supervise students at lunch and recess as needed.
- Facilitate communication between site/department leaders/staff to alert about emergency situations.
- Coordinate and monitor drills and evacuations.
- Organize the bus safety program.
- Perform other comparable duties of a like or similar nature as assigned.
Requirements
- High school diploma or GED.
- Understanding of data entry concepts.
- Knowledge of spreadsheet and database management software and word processing skills.
- Fundamentals of general office and general administrative procedures and operational requirements.
- Understanding of office equipment and typical productivity software, databases, or customized systems/applications.
- Knowledge of basic record retention, record/file/database maintenance requirements.
- Understanding of data privacy requirements, laws, and rules as it pertains to job assignments.
- Skilled in being resourceful, self-directed, responsible, problem solver, and skilled communicator.
- Ability to collaboratively solve problems.
- Ability to work in an organized, efficient, and process-oriented manner.
- Ability to apply and follow record keeping procedures and protocols to maintain and process data.
- Ability to perform work assignments requiring attention to detail, confidentiality, precision, and accuracy in accordance with set deadlines.
- Ability to perform assigned functions with minimal direction in accordance with established set departmental operations.
Benefits
- Meaningful and impactful work
- Opportunities to grow professionally
- A variety of benefits
- Summer opportunities
