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Administrative Assistant to K-5 Department Heads & Coordinator

Employer
Lexington Public School
Location
Lexington, MA, US
Salary
Competitive
  • Position Type:
    Secretarial/Clerical/ Secretary - 12 Months

  • Date Posted:
    4/10/2018

  • Location:
    Central Office

  • Date Available:
    Immediately

  • Closing Date:
    When Filled

  •    Additional Information: Show/Hide

    POSITION TITLE: Administrative Assistant to Elementary Curriculum, 12-month

    FLSA: Non-Exempt

    REPORTS TO: Supervisor

    TERMS OF EMPLOYMENT: Administrative Staff - 12 month - Class 1E (260 days) with benefits according to the LEA Unit D collective bargaining agreement. 40 hours per week.

    Salary Range: $24.1560 - $27.5402 per hour

    Position Purpose:

    The purpose of this position is to perform moderately complex to complex secretarial, clerical, recordkeeping, ordering and distributing curriculum materials, accounting and office duties under the general direction of a school administrator, department/division head, program advisor, or other administrative employee. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

    Essential Functions:

    (The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

    Serves as Administrative Assistant to K-5 Curriculum Office, Department Heads/Coordinators of Literacy, Mathematics, and Social Studies. Provides customer service by answering questions both in person, by email, or by telephone; provides information relative to departmental procedures; refers individuals to appropriate source as required.

    Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, computer processing and emailing, answering the telephone, and opening and delivering mail.

    Maintains records and files. Drafts correspondence. Schedules and maintains appointments.

    Maintains department related data, gathers information and insures the timely preparation and coordination of a variety of reports.

    Prepares all necessary administrative documents to ensure the timely and accurate processing of the Department's business functions including, but not limited to requisitions, receiving invoices, budget transfers, supporting documentation. May maintain records and spreadsheets and documents related to purchases, payroll, petty cash, budgets, checking and other accounts and other miscellaneous administrative functions; prepares a variety of reports as directed.

    Calculated monthly automobile mileage for department and some specialists. Maintains accurate balances for department budgets including LEF budgets.

    Responsible for maintaining and ordering office supplies, Maintain internal control system for monitoring, ordering and distributing materials and office supplies. Responsible for maintaining and ordering supplies for classrooms that pertain to curriculum. Researches and compares vendors and prices. Maintains vendor accounting records.

    Oversees routine maintenance of office machines, such as copier, printers, scanner, and laminator.

    Coordinates and arranges all travel arrangements for conferences, including airfare, trains, hotel, and miscellaneous expenses. Coordinates and arranges all charter bus travel.

    Maintains accurate attendance, vacation, personal day documents for payroll and human resources.

    Creates spreadsheets of student statistics and related to department programs and services. May perform moderately complex accounting and bookkeeping tasks.

    Creates and updates all templates for Grades K-5 ordering curriculum materials.

    Receives and maintains all curriculum materials from schools for organization and storage.

    Responsible for opening and closing classrooms of curriculum materials; coordinates with facilities and teachers.

    Assists department heads in coordinating workshops. Orders meals with caterer for workshops. Plans for new teacher training workshops in August, including purchasing and distributing books and materials.

    Handles all office traffic; students, teachers, parents, administrators, visitors, and the general public. Assists each with individual situation as needed. Locates students for various persons and by phone when needed.

    Performs similar or related work as required.

    Supervision:

    Complexity: Performs a variety of secretarial and clerical duties requiring the exercise of judgment in relation to problems, and the ability to work with numerous interruptions; is generally responsible for carrying through entire functions of considerable importance to the office.

    Independent Action: Works under general direction generally setting own daily work plan and choosing between appropriate courses of action to achieve defined objectives; refers only unusual cases to supervisor.

    Work Environment:

    Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment, with frequent interruptions.

    Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment.

    Makes frequent contact with school department staff. Contacts are typically with the public, students, parents, vendors, and outside agencies and organizations.

    Maintains significant amount of department oriented confidential information.

    Errors could result in confusion and delay and adverse public relations.

    Recommended Minimum Qualifications:

    Education, Training and Experience:

    Associates Degree in Business Administration or Secretarial Science and two – four years of experience in general clerical and secretarial work, with public school experience preferred; or any equivalent combination of education, training, and experience. Experience with accounting is desired.

    Knowledge, Ability and Skill:

    Knowledge: General knowledge of office procedures, practices and terminology. Working knowledge of departmental operations. Knowledge of the operation of computer software applications. Knowledge of the operations of the pertinent school department/division./area helpful. Proficiency in MUNIS, Aspen (X2), Google Docs and Microsoft Office Suite including Word and Excel.

    Ability: Ability to communicate effectively with staff, students, and the public. Ability to compose correspondence. Ability to follow oral and written instructions accurately. Ability to organize and prioritize work for multiple supervisors. Must be able to operate a personal computer and display intermediate skill when using software programs for work processing, database, spreadsheets and other software as required by the position. Ability to multi-task,. Ability to build and maintain relationships with vendors and classroom teachers. Ability to maintain confidentiality.

    Skill: Excellent customer service and organizational skills. Skill with numbers and details.

    Proficient secretarial skills. Skill in typing/word processing, report generation, spreadsheet formatting and design, Internet, and accounting practices. Proofreading and editing skills.

    PHYSICAL DEMANDS

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands or arms.

    The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

    Applicants for employment are considered without regard to age, physical, mental or psychiatric disability, genetics, race, religion, sex, sexual orientation, gender identity, marital status, national origin, or military status.

    Please apply online. Applications will be considered only when the online application is completed and a cover letter, resume, and other supporting materials have been attached to your online application.

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