November 15, 2024

Arlington Public Schools

Arlington

Educational Administrative Assistant

JOB DESCRIPTION:

Human Resources announces a vacancy for a 0.5 FTE Educational Administrative Assistant. This is a 10-month, 208 days, Grade G-07 position located at Dorothy Hamm Middle School.

RESPONSIBILITIES:

ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed; not all incumbents perform all essential functions delineated.)

Serves as personal administrative support assistant to one or more assistant principals, director of guidance service or activity director.
Processes and maintains automated student schedules; enters master schedule data; enters and prints individual student schedules; enters all student schedule changes; distributes and processes course registration forms.
Serves as primary operator of the school’s student information system, including registration, withdrawals, transfers, retrieves information for administrators, parents, local and state reports, etc.
Processes and maintains automated student attendance records; maintains “cumulative” folders, enters all information for student master files and related student transactions (e.g., enrollment, withdrawals, etc.); downloads data from the central computer; prints various attendance/absentee listings and reports.
Coordinates and assists with the Standardized testing program and serves as the test proctor.
Coordinates/maintains Substitute Teacher Assignment Network (STAN).
Processes orders for books, furniture, supplies; processes maintenance work-orders.
Operates the automated telephone call system to absent students' homes; processes attendance lists/forms; analyzes and corrects source data as required; maintains and produces accurate attendance registers.
Acts as receptionist; distributes mail; maintains office files, records and supplies.
Schedules activities/sports bus transportation; maintains eligibility documents and lists, activities calendar.
Participates in scheduling, notifying participants and staff, and conducting awards assemblies.
Schedules meetings, conferences; notifies appropriate staff of meetings and deadlines for materials related to meetings.
Maintains supervisor's calendar; coordinates meeting and travel arrangements; screens supervisor's telephone calls and mail, and personally responds to those that can be handled at the administraive assistant level, forwarding the remaining calls/mail to supervisor with pertinent background material.
Operates keyboard (typewriter, desk-top computer or terminal) utilizing a variety of word processing, spread sheet, data base, graphics and presentation software to prepare correspondence and memorandums, financial and presentation materials; updates, revises, and produces from rough draft reports and correspondence; obtains appropriate signatures on correspondence and forwards to appropriate personnel; enters, edits and updates data files and enrollment records; accesses data files to view information and to print out hard copy reports.
Performs general support tasks for school administrative staff or for the office to which assigned; performs responsible secretarial and administrative support tasks as required or assigned.
May be required to dispense medication to students when needed.

EXPERIENCE:

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS:

Graduation from high school or GED, including or supplemented by, courses in office procedures and equipment, including the use of microcomputers and teleprocessing equipment.
Some college or business school courses preferred.
Considerable responsible administrative assistant, secretarial or clerical experience.
Experience working with microcomputer applications in an online environment and preferably in a school system or similar setting; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and abilities.

QUALIFICATIONS:

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Thorough knowledge of computerized data filing, file maintenance, and retrieval principles and practices.
Through knowledge of school office mission, routines, polices, procedures and equipment as related to assignment.
Through knowledge of the operation, uses, and capabilities of the APS computer equipment utilized at the school /in the activities to which assigned.
Depending on assignment, good knowledge of FRONTLINE and STARS procedures, documents, files, deadlines, reports, and reporting and processing requirements.
Through knowledge of institutional business office procedures and ability to communicate in English.
Ability to accurately maintain complex data files and to prepare reports from files and records.
Ability to understand and follow oral and written computer utilization, database-oriented instructions, and procedures.
Ability to establish and maintain effective working relationship with school administrators, support staff and students, and with college and business contacts.
Skill in the operation of computer equipment, entering and retrieving a wide variety of student and employee information, and producing required forms and reports