Office and Activities Administrative Assistant (Level 2)

at Derby Public Schools in Derby, Kansas, United States

Job Description

JD453

Middle School Office and Activities Clerk

Job Description

Purpose: The Registrar and Secretary provides office and clerical support to

assist with the efficient operation of the school district. To accomplish these tasks, the Registrar/Secretary works closely with the staff and administration of Derby Public Schools.

Responsible to: Principal, Assistant Principal and Data Leader/Activities

Director

Salary: Building Clerical Hourly Rate Schedule, Level 2

Classification of Employment: Non-Exempt

Date: July 2019

Qualifications:

1. Experience as an office clerk/receptionist. 2. Demonstrated communication skills. 3. Demonstrated typing and filing skills. 4. Experience in using various computers and computer programs. 5. Desire to continue career improvement. 6. Demonstrated ability to multitask and work with minimal supervision.

Essential Functions

1. Knowledge, Skills and Abilities

a. Provide office and clerical support to assist with the efficient operation of the school district. b. Comply with all district policies, rules and regulations. c. Communicate effectively with all members of the school district and community. d. React to change productively and handle other tasks as assigned.

e. Appropriately operate all equipment as required. f. Support the value of an education. g. Support the philosophy and mission of Derby Public Schools. h. Comply with all district policies, rules and regulations.

2. Physical Requirements/Environmental Conditions:

a. Requires the ability to sit and/or stand for prolonged periods.

b. Requires the ability to physically and manually move, lift, carry, pull or push

heavy objects or materials.

c. Requires the ability to stoop, bend and reach.

d. Must be able to work in noisy and crowded environments.

e. Requires regular attendance and/or physical presence at the job.

General Responsibilities

1. Screen visitors and telephone calls, directing them to the appropriate

person/department. 2. Screen and route incoming mail, memos, and bulletins. 3. Copy correspondence, reports, bulletins, records, and other materials as needed. 4. Obtain, gather, and organize pertinent data as needed. 5. Assist students, faculty, and public at counter. 6. Maintain an orderly filing system. 7. Receive and send messages to students and faculty. 8. Obtain substitute teachers. 9. Maintain records of faculty absences in AESOP. 10. Send staff information notifying them of all absences and substitutes in the building daily. 11. Ensure all absences requiring a substitute have been filled in AESOP. Contact substitutes as required to fill positions or fill in house. Responsible for all classes being covered. 12. Collect and track staff absences less than ½ day. Enter into AESOP when a half day is accumulated. 13. Collect classified employee’s weekly time sheets electronically. Review for accuracy and send on for further approvals. 14. Process time off requests electronically, review for correctness and send on for further approval. 15. Process Anticipated Absence forms requesting substitutes, transportation and/or registration. Obtain correct budget codes and signatures and send on to correct department. 16. Process student observer requests from college students. Match student with teacher and setup schedule for observation hours. 17. Receive and distribute supplies and forms. 18. Assist attendance clerk by accepting and logging in absence calls. 19. Assist bookkeeper in the collection of fees and enter receipts into database. 20. Assist registrar in the collection of student forms. 21. Substitute in attendance office and fill in for the bookkeeper as required during their absence.

22. Set up staff copier codes and maintain a record with those codes. Maintain copy codes in the copiers and ensure copy codes are cleared monthly. 23. Administer first aid to ill/injured students in the absence of the school nurse according to school policy. 24. Keep abreast of new information, innovative ideas and techniques. 25. Type and mail all schedules pertaining to sports, transportation, game schedules, and official schedules. 26. Submit check requests for all officials. 27. Prepare, send, receive and verify all sports schedules. 28. Distribute and maintain all activity workers' schedules and submit time cards. 29. Maintain a monthly calendar of events and facility usage requests. 30. Monitor student grades to update academic eligibility. 31. Prepare and submit all KSHSAA and Pioneer League forms, as required. 32. Prepare all sports programs. E-mail or fax out programs for away games. 33. Responsible for receiving, checking, and filing all paperwork required for athletic participation: physicals, insurance, concussion, drug testing consent. 34. Adhere to all district health and safety policies. 35. Other duties as assigned by the Principal's secretary or administrative staff which are consistent with the general requirements and qualifications of the position.