6-12 Administrative Assistant

Job Description

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

Requirements:

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:

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