Administrative Assistant I - CyberLynx

 

REPORTS TO:                              CyberLynx Principal

DATE of DESCRIPTION:               November 20, 2006

JOB CLASSIFICATION:                Grade I

SKILL CLASSIFICATION:             Clerical Services

 

NATURE AND SCOPE OF JOB:

To effectively and efficiently organize and manage the office in a cooperative team environment; to present a professional, competent, and friendly image. To perform secretarial/office assistant duties and assist the licensed staff in the general operations of the Wasilla CyberLynx Program.

 

POSITION QUALIFICATIONS

1. A “secretarial” AA degree or equivalent in training or experience
2. Minimum of three years’ secretarial experience preferred. Experience in a school setting preferred.
3. Demonstrably accurate spelling, grammar, and letter writing skills
4. Demonstrable initiative and exceptional public relations/interpersonal relations skills
5. Demonstrable computer skills, specifically in Word Processing, Use of Spreadsheets, Creation and use of Data Bases, Desktop Publishing
6. Ability to think clearly and calculate accurately
7. Exceptional organizational skills
8. Exceptional telephone skills
9. Ability to work with people of various personality types (Flexibility)
10. Possess and demonstrate sound emotional judgment
11. Ability to follow and successfully complete written and oral directions

 

ESSENTIAL FUNCTIONS:

1. Demonstrate consistent punctuality and regular attendance
2. Answer incoming telephone calls and serve as the receptionist for the office. Perform initial assessment of incoming calls, either resolving the issue or routing the call for appropriate resolution. Record incoming calls on the corresponding family “log”.
3. Typing, production and organization assignments for the office:
   1. General correspondence
   2. Preparation, production, and distribution of copies
   3. Preparation of purchase orders
   4. Preparation of various record keeping forms (enrollment forms, initial screening of “incoming” enrollee forms, prepare initial student file structure, etc.).
   5. Prepare copy and produce the staff handbook, student handbook, curriculum handbook, and similar materials
   6. Type and produce the Parent Newsletter, maintain the Office’s page on the District website
   7. Prepare other materials as directed by the Principal

• Maintain accurate financial accounting records. Process parent reimbursements and manage back up data.
• Update family “logs” in concert with licensed staff for all parents/students visiting or calling the office. Update family “logs” for all postal or e-mail customer service or related correspondence.
• Communicate with parents via telephone, e-mail or postal mail to notify them of exam or curriculum arrival in the office. Perform “courtesy” call backs to families and/or students for Parent Advisors as needed.
• Schedule parent and/or student meetings with parent advisors as requested or as needed using electronic shared calendars.
• Collect and organize timesheets for signature as needed
• Maintain student records, files and student service data; e-mail PER (Pupil Education Report) forms to CyberLynx Principal or designee in Nenana.
• Request files from “sending” schools for newly enrolled students
• Produce weekly and monthly calendar of events for the office as appropriate
• Maintain records of office and teaching supplies
• Maintain inventory levels of teaching and office supplies. Maintain supplies in an orderly and professional manner.
• Prepare necessary information to assist in ordering of supplies. E-mail appropriate forms to Accounts Payable clerk in Nenana.
• Prepare and maintain necessary federal and state records and reports
• Maintain an accurate list of currently enrolled (current school year) students and maintain an archive of students from previous years.
• Maintain confidentiality of District, staff, and student information
• Demonstrate initiative and creativity
• As a team member and with assistance from the other office staff, maintain the facility in a clean and presentable manner, including emptying of trash, weekly vacuuming (more frequently as needed), restroom cleanliness, etc.
• Manage all postal mail and related postal needs. Document process (sending and receiving) of tests, IQ and Psychological assessments, Grades, and related information with universities, parents, students, the Nenana main office, etc.
• Assist Parent Advisors in ongoing review, upkeep and repair of PER forms.
• Perform other tasks and duties as assigned by the Principal.

 

EQUIPMENT USED:

Computer

Telephone

Labeler

Copier

Paper Cutter

Audio/Visual Equipment (DVD player, television, VCR, etc.)

Other office equipment, as needed

 

PHYSICAL DEMANDS:

1. Finger strength required to type effectively on a computer keyboard
2. Finger, hand and arm strength necessary to write on paper, whiteboard, overhead projector sheets, etc. throughout the workday.
3. Visual acuity and stamina to work at a computer monitor
4. Lower body strength to kneel, stand, and walk throughout the workday.
5. Upper body strength to correctly lift up to 25 pounds and carry more than 50 feet.
6. Verbal stamina to articulate clearly and with appropriate volume throughout the workday.
7. Auditory discrimination sufficient to receive detailed information through normal speech at 5 feet and warning cries or alarms above normal classroom and playground noise.

 

ENVIRONMENTAL DEMANDS:

None involving weather or construction related issues.

 

 

-EMPLOYEES ARE HELD ACCOUNTABLE FOR ALL FUNCTIONS OF THIS POSITION-