6-12 Administrative Assistant

Employment Term: 7:30 a.m. to 4:00 p.m. (1/2 hour lunch) for 181 school days

30 days in summer x 5.5 hours/day = 165 summer hours to be arranged

Reports To: Building Principal

Education Level: High School diploma.  Associate degree or equivalent from two-year college Ior

technical school preferred; or equivalent combination of education and experience.

Experience Desired: Three years’ clerical experience preferred.  Demonstrated computer skills in data entry, word processing, and databases.  Ability to operate a personal computer, and other office

technologies.

Other Requirements: Excellent verbal and written communication.  Positive human relations skills. Strong skills in detailed and accurate work.  Good organizational skills.  Patience and a positive attitude toward people are essential.  Ability to work under pressure and with minimal supervision.  Ability to maintain a high degree of office confidentiality in all work assignments.

Physical Requirements: This position requires constant hand-eye/mind-eye coordination, dialing, grasping, keyboarding, repetitive motions with wrists, hands and fingers.  Walking, sitting, scheduling and talking are constantly required.

ESSENTIAL FUNCTIONS AND DUTIES:

1. Provide general administrative and clerical support to the Building Principal.
2. Answer and route incoming telephone calls and record messages.
3. Welcome visitors and students and arrange for their comfort.
4. Maintain a regular filing system and process incoming correspondence as instructed.
5. Maintain student records as required.
6. Create and update Graduation, Awards Night and Activities Booklets.
7. Operate computer, calculator, copier, facsimile machine and other office technologies.
8. Create documents using computer, including correspondence, memos, forms, etc.
9. Collect assignments per parent requests for students who are absent because of illness, etc.
10. Prepare and maintain the front door schedule.  Be able to connect from outside building if needed
11. Collect assignments for the Brown County Juvenile Detention Center and various treatment centers throughout the state for High School students who are assigned there.
12. Request and mail progress reports weekly, bi-weekly or mid-term to parents of students who request them.
13. Sell Dinner Dance, post-Dinner Dance and post-graduation tickets.
14. Distribute school picture information packets to teachers and organize picture distribution.
15. Prepare grade transcripts
16. Administer medication and help with general first aid.
17. Prepare memos, evaluation, correspondence, etc. as requested by the principal.
18. Help organize and keep records of various school fundraisers for RMS/RHS
19. Receive attendance reports and follow up with letters as needed.
20. Sort mail to teachers and administration
21. Prepare Graduation Information for diplomas.
22. Prepare award certificates as needed by teachers.
23. Inventory and order supplies for office and combine teacher orders for RMS/RHS building
24. Assess fines to students (per teacher) and pull and hold report cards until paid.
25. Update Infinite Campus Portal Announcements daily.
26. Receive and track money for different groups
27. Collect information and create Monthly Calendar to be sent home to ACSS families.
28. Hire Subs for teachers other than for illness.
29. Prepare Leave Form for Business Manager on staff absences.
30. Prepare program for National Honor Society Induction.
31. Prepare and type reports and memos for Activities Director.
32. Perform other duties as assigned by the building Principal.
33. Update indoor sign with daily announcements
34. Update outdoor sign weekly

Infinite Campus Administrator (Student Software Program)– performing the following:

·         Being trained in all areas of the program to be able to help others when needed.

·         Trouble shoot for everyone using the program for ACSS.

·         Find resources to help with problems incurred.

·         Train new staff members on how to use Campus.

·         Be able to provide “refreshers” to current staff.

·         Create Custom Tabs for the needs of ACSS.

·         Enter all changes for information on families of ACSS.

·         Create new user accounts and enter data for all new students and families K-12.

·         Enter and maintain household information for all students.

·         Open and close grading window at appropriate times.

·         Add or make changes for teachers as needed.

·         Enter the schedule requests and changes for JH/HS Students.

·         Add and drop students from classes as requested by Principal.

·         Enter data and create accounts for new teachers and staff.

·         Set up calendar and user rights for all teachers and staff as needed.

·         Maintain user security.

·         Disable records and access for staff, students and families not returning.

·         Create and set up classes and sections according to teaching schedule.

·         Enter the data needed for Grading Tasks so that grades are figured correctly for GPA’s.

·         Add the new school calendar each year and roll over existing data to the new school year.

·         Print Reports as needed.

·         Create the honor roll.

·         Create and maintain student transcripts, adding information for all transfer students.

·         Track daily attendance, follow up on unknown absences.

·          Make sure teachers take attendance each class period.

·         Create Ad Hoc reports as requested.

·         Enter locker numbers and combinations for students.

·         Add test scores to appropriate area on Campus.

·         Add health concerns to student records.

·         Create user ID’s and set up the Parent and Student Portal.

·         Trouble shoot the Portal for both students and parents.

·         Maintain the information found on the Parent and Student Portal.

·         Add user messages to both the Portal side and Faculty side of Campus.

·         Be open to learning about upgrades to the program.

·         Be the “Go To” person for Infinite Campus for ACSS questions and concerns and making sure those questions and concerns are handled with efficiency.

·         Perform any other duties required by school administration to make Infinite Campus efficient for ACSS.

School Messenger Administrator (Communication Program for Families and Staff):

·         Being trained in areas that are used by ACSS

·         Delete all information from previous school year at start of new school year

·         Import new data each school year for ACSS

·         Update all phone and email addresses for Families and Staff of ACSS

·         Set up and send messages as required for Principals of ACSS

·         Delete family and staff information when people leave the ACSS system