Administrative Assistant II

SummaryServes as administrative assistant to a principal of a middle school or an administrator of a high school academy; relieves supervisor of routine administrative tasks; ensures smooth and efficient operation of the assigned office.QualificationsRequiredAny combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.Two (2) years of experience in general office administration or office support. Advanced degree(s) beyond the minimum degree requirement in a relevant field may be considered for some experience.Positions assigned to an elementary school, juvenile detention center, or special education center must have completed an accounting course or had equivalent financially related work experience.Knowledge of procedures, practices, and operations of an office or administrative setting.Knowledge of or ability to learn applicable local, state, and federal laws and regulations.Proficiency in the use of technology and ability to learn associated software applications.Skill in business English, grammar, spelling, and punctuation.Organizational and time management skills with the ability to multitask.Ability to maintain confidentiality.Ability to provide positive customer service and to develop and maintain effective working relationships with culturally diverse students, families, school staff, and community members.Ability to communicate effectively, both orally and in writing.Major Duties/Essential FunctionsPlans, initiates, and manages administrative office activities.Serves as administrative assistant and office manager for the school's administrative office.Appropriately handles supervisor's telephone calls and mail, personally responding to those that can be handled at the assistant level and forwarding the remaining calls or mail to supervisor with pertinent background material.When requested to do so, may sign supervisor's name to correspondence of a routine nature.Reviews outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.Resolves conflicts associated with the operation of the administrative office.Uses computer software and related equipment to generate and produce confidential and general correspondence and other documents.Attends meetings and conferences, taking official minutes.Researches and develops material for use in official engagements.Tabulates and prepares reports of statistical data.Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action.Maintains supervisor's calendar.Issues work permits.Coordinates meetings and conferences, scheduling time and place, and notifying attendees.Makes travel arrangements.May assist in coordinating classroom coverage and/or substitute services.May serve as backup for office operations such as clinic room aide as required by operational necessity.Performs related duties as required or assigned.In a high school academy office:Supports administrator with teacher/student registration and scheduling; builds courses in the student information system (SIS); manages student course registration/withdrawal and course changes.Verifies accuracy and completion of quarterly grading processing and audits data.Processes and monitors student attendance; records in SIS; reconciles concurrent attendance at base school.Assists in the planning and preparing of events and activities within the academy.May support academy website maintenance, such as uploading event information.Work Environment/Physical RequirementsThis job operates in a professional office or school environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Created: 2025-09-28