Job Title: ADMINISTRATIVE ASSISTANTReports To: School Principal or Assistant Principal FLSA Status: Non-ExemptJOB SUMMARY: To support the Principal and staff in maintaining a safe, effective, and positive learning environment for students by performing a full range of secretarial/clerical and administrative functions for the principal, faculty, and staff of a district school, including performance of key school administrative tasks. ESSENTIAL DUTIES AND RESPONSIBILITIES: Oversees and carries out various day-to-day school clerical/administrative functions, assuring timeliness of completion and accuracy of information. Perform a wide variety of secretarial/clerical functions for the school to effectively and efficiently serve the needs of the school, principal, faculty and other school constituency: edit, design, type, and proof a wide variety of written materials (correspondence, exams, reports, minutes, forms, records, brochure, etc) from handwritten, taped or typed copy; regular compose routine correspondence; order and maintain office supplies equipment; order and distribute books; maintain appointment calendars; screen, sort and distribute incoming mail; prepare outgoing mail; photocopy, collate and distribute materials; arrange meetings; make travel arrangements; take minutes of meetings; process various incoming and outgoing documents; and the like. Maintain a positive image of school while performing key school reception functions.
Politely and courteously answer phones and greet visitors; effectively screen and assist calls/visitors; take messages; make appointments; take standard information for administrative or other purposes; distribute a variety of written information; distribute , collect and assist with completion of forms. Place calls as requested.Scheduling building use, and maintaining the school calendar and website. Organize and maintain a variety of general and specialized school files and records, both manual and computerized.Performs a variety of tasks related to the development and maintenance of computerized departmental records using personal computer: design and basic programing of appropriate database, spreadsheets, and data management/reporting systems using various PC software; initial database; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports. Develop and maintain various logs and other manual recordkeeping systems related to assigned functions.
Compiles a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by Principal or other staff members. Perform various bookkeeping functions: initiate and process financial documents related to operating budgets or special accounts; balance school checkbook; monitor financial activity; organize and maintain financial records; prepare related reports. Perform a variety of basic liaison function with students, faculty, staff, parents, or other school constituency: explain policies/procedures; answer various questions about school policies, procedures, fees, schedules, events, services, programs, and the like; coordinate services/assistance; assist with registration; help with sick students; handle special requests or problems, routing to senior staff members as appropriate; and the like. Prepare and process timely and accurate personnel/payroll records and forms.
Confer regularly with the Principal, faculty, staff, district personnel, and/or various firms/organizations/individuals outside the District to plan and coordinate activities, exchange information, resolve problems, and the like. Serve as a member of the schools Emergency Team and Safety and Health Committee to help assure students and staff safety. Train and oversee the work of junior staff members, volunteers, substitutes or other assistants. Run errands as requested: bank deposit, pick up interoffice mail, post-office, pick up needed supplies and materialsAdditional Responsibilities of Administrative Assistant at the Elementary and Middle School BuildingsCoordinate, initiate, prepare, complete process, and/or monitor a variety of forms, records, schedules, reports, and other documents related to students records, ensuring timely and accurate completion, review and mailing of documents.
Follow up with department/district personnel, students, parents, and/or individuals outside of the district to assure timely and accurate completion of such information. Handles all PreK-8th Grade student registrationsMaintains student information systems (SIS) Maintains all meals applications including doing the meals verification for the district Maintains all student forms: Acceptable Use Policies, General Registration Forms, Verification of Residency, Computer Technology & Internet Use Agreement, Annual Transportation Information, In District Field Trip Permission, Picture/Video Publication Permission, Request & Authorization for Release of Student Information, Permission for Release of Directory Information, Vermont Migrant Education Program, VT AOE Primary/Home Language Survey, Free & Reduced Price School Meals, Student Accident Insurance, Tuition Vouchers Communicate with other schools regarding new students and their history Maintains all student permanent recordsParticipates in the collection of Student Census data Track and record mailings and return receipt for all students records distributed Request student records from receiving schools for student transfers. Check and convert/integrate grades and course to be consistent with our school grading system and other related policies/proceduresGather records and prepare mailings for students transferring to another school Distribute and collect Progress Reports and grade Reports Rosters from each teachers; and coordinate the mailings of progress reports and report cards to both custodial and non-custodial parents Assist with the development of an annual course of studies offered at the high school: develop and prepare the layout of updated materials submitted by teachers, proofread documents and prepare for final printing OTHER PROFESSIONAL RESPONSIBILITIES: Train, assist, and occasionally direct co-workers, substitutes and volunteers. Administers minor first aid and limited health care for students, as needed, to address the immediate medical needs of students.Monitors students referred to the school office for disciplinary action and/or illness to provide supervision and ensure safety.Oversees assigned substitutes to provide support and efficient operations.Presents information on administrative procedures, services, regulations, etc.
to train other personnel.Trains new personnel (e.g. permanent staff, substitutes, student workers, etc.) and the public to ensure their understanding of established policies and procedures.Actively participates in assisting and supporting other staff and administrators in the school and/or district. Shows professionalism and considers "What's best for students" in serving and advocating for students, and in decision making. Follows and assists in upholding and enforcing school rules, administrative regulations and procedures, and policies of the CVSU.Participate in the implementation of the school safety and crisis response plans including training and drill practice.Other duties as assigned.PROFESSIONAL EXPECTATIONS: Interpersonal Skills.
Effectively works with others, including those with opinions or beliefs different from their own. Interacts with others in a friendly, tactful and positive manner. Treats others with dignity and respect. Builds constructive and supportive relationships with peers.
Helps to create an inclusive work environment. Attempts to understand others points of view and is open to new ideas. Team Player. Contributes to building a positive team spirit.
Proven ability to work cooperatively and effectively as part of a team. Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies.Organizational/Planning Skills. Strong organizational skills that reflect the ability to prioritize multiple tasks seamlessly with excellent accuracy & attention to detail.Flexibility/Adaptable: High degree of personal adaptability and flexibility; open to and embraces change towards the improvement of the systems. Open to new ideas and tasks without resistance; able to deal with new situations well.
Versatile and capable of handling diverse assignments. Able to effectively accept constructive criticism.Motivation/Self-Direction: Has a personal drive to succeed. Proven ability to work effectively without specific direction, and with minimal supervision. Driven to identify and implement improvements to systems and practices to increase efficiency and effectiveness.Emotional Maturity: Able to effectively handle conflict and stress; able to remain calm and professional when challenged or when others disagree.Attitude/Personality/Style: Friendly, helpful and positive disposition; presents a professional image; patient and understanding; takes pride and personal ownership in work; responsive to the needs of others; enthusiastic; good sense of humor; positive outlook and able to see the good in every situation; honest and direct; transparent.Attendance/Punctuality: Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time; commits to working overtime when needed to meet deadlines.
Follows established leave requesting and reporting protocols.Problem Solving Skills: Approaches problems in a positive manner. Views impediments as solvable challenges. Able to identify practical solutions to problems. Able to resolve issues in a fair, equitable and timely manner.Organizational Support: Follows district policies and procedures, rules of conduct, and behavior expectations.
Promotes/presents a positive image of the school/district.Dependability: Follows instructions and responds to management direction; Responds to requests for service and assistance; Takes responsibility for own actions. Completes tasks on time or notifies the appropriate person with an alternate plan. Follow through on commitments.Job Knowledge: Demonstrates a working knowledge and understanding in the areas of responsibility. Acquires needed skills and knowledge with little reluctance, continuing to grow knowledge base to remain current with new developments and industry best practices.QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential job function satisfactorily.
In addition to the following: Education and Experience: A high school diploma or equivalent is required. Associates degree in a secretarial curriculum/business or other appropriate discipline plus two to three years of relevant experience, or a combination of education and experience from which comparable knowledge and skills are obtained are preferred. Certification and Licenses: Valid Vermont Drivers license, fingerprint/criminal justice clearanceLanguage Skills/Interpersonal Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instruction, and procedure manuals. Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of the organization. Ability to communicate courteously, efficiently and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations. Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies. Ability to communicate with tact, discretion and diplomacy.
Mathematical and Reasoning Skills: Ability to calculate figures and apply concepts such as fraction, percentages, ratios, and proportions to practical situations. Ability to apply concepts of basic algebra and geometry. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with diverse problems and situations of moderate difficulty, involving several concrete variables in standardized situations, demanding some original research, modification of standard methods and techniques, analysis, and design/composition.
Ability to plan, organize and design work methods and routines in carrying out moderately broad assignments with minimal administrative supervision/direction. Ability to revise and recognize activities and priorities in response to regular changes in conditions and problems. Ability to use regular independent judgment in interpreting and applying a number of key functional, organizational, professional/technical, and/or external policies, procedures, principles, and practices. Must have above average typing skills (55 wpm).Computer Skills and Experience: Training and/or experience in using Microsoft Office, Google Workspace (email, calendar, docs, sheets), student information systems, grading systems, assessment systems, and computerized filing systems preferred.
Have the ability to learn and utilize new software programs as systems upgrade. Communication and Interpersonal Skills: Love for children; enthusiasm; excellent telephone, people and communication skills; Demonstrated ability to establish and maintain effective working relationships with students, staff, and the school community. Ability to speak clearly and concisely both in oral and written communication. Must be able to keep high levels of confidentiality in all aspects of job performance.
Ability to perform duties and awareness of all School District requirements and Board policies.Other Skills and Abilities: good follow-through; good clerical, reception, and other general office skills; good administrative and organizational skills; ability to handle multiple tasks at one time; accuracy and attention to detail; ability to use discretion in handling confidential information. Excellent typing, filing, record and bookkeeping skills . This position monitors and/or oversees the use of funds with little responsibility for care of assets. The resources required (people, equipment, facilities, and/or funding) to perform job functions are of a significant scope, and significant opportunity exists to impact (positively or negatively) the organizations mission.
Work is not normally reviewed in detail.PHYSICAL DEMANDS: The physical demands described here are typical of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations as defined by the Supervisory Union may be made to enable individuals with disabilities to perform the essential functions.Physical ability to perform the essential functions of the job as outlined above, in addition to the following. While performing the duties of this job, the employee is regularly required to sit and talk or hear; The employee frequently is required to walk and use fingers, tools, or controls. The employee is occasionally required to stand and reach with arms or hands.
Specific vision abilities required for this job include close vision. The employee must be able to transport materials and equipment from building to building as needed. The employee must occasionally lift and/or move up to 50 pounds. The employee is occasionally required to drive.
WORKING CONDITIONS: The job functions are generally performed in an indoor environment. The employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is usually moderate and work performed in an office environment.EQUAL OPPORTUNITY EMPLOYER: Central Vermont Supervisory Union is an equal opportunity employer and does not discriminate on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information, disability, or any other characteristic protected by state or federal law. CVSU prohibits retaliation against individuals who oppose discrimination or participate in an equal opportunity process.Our organization is committed to building a diverse team that represents the students we serve. We welcome applications from people of color, people from the LGBTQ+ community, and people withdisabilities.DISCLAIMER: This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not an exhaustive list of all duties, responsibilities, or qualifications.
Essential duties may change as school, district, legal, or program needs change. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
