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Administrative Associate - School Secretary, 2 Full Time Positions

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Ashwaubenon School DistrictGreen Bay, WI
  • If interested please apply on WECAN at Title: ADMINISTRATIVE ASSOCIATE – 12 MONTH, ELEMENTARY SECRETARY Qualifications: 1.
  • Excellent interpersonal and public relations skills.
  • Demonstrated knowledge and experience in accounting practices, budget management and business office procedures.
  • Possess computer software experience in Microsoft Word, Excel and Publisher, keyboarding skills of 50-55 words per minute.
  • Knowledge and expertise in office management techniques.
  • Strong organizational skills with the ability to establish priorities, work independently and carry out job objectives without supervision.
  • Ability to maintain confidentiality.
  • Attention to detail, high degree of accuracy and the ability to meet deadlines required.
  • High school degree minimum, associate degree preferred.
  • Two to five years administrative associate experience required.
  • Reports To: Elementary School Principal/Associate Elementary School Principal Job Goal: Provide administrative support to the Elementary School Principal and/or Associate Elementary School Principal in the areas of clerical assistance, finance, budget and general office functions.
  • Performance Responsibilities: Clerical: Answer telephone, use intercom and take messages, sort and deliver mail, file, assemble materials, use copy machines, fill requisitions, and distribute materials for mailboxes.
  • Maintain school bell system and phone system.
  • Assist parents, students and teachers.
  • Care of ill or injured students including contacting parents, provide first aid in dealing with emergency situations, dispense and record all student medication, injuries, illnesses and accidents (student or staff).
  • Work with and maintain confidentiality of restricted information (student records, student referrals, staff records, faculty and staff evaluations and reprimands, etc).
  • Keep records of teacher and staff absences and staff time slips.
  • Maintain student records (immunizations, attendance, address changes, etc).
  • Handle student entrances and withdrawals and request and send out student records.
  • Handle student absentee, early dismissal and tardy slips.
  • Responsible for handling building use requests and maintaining master school calendar.
  • Set up schedules for vision and hearing screening, pictures, RIF, etc.
  • Plan and design forms, flyers, awards, invitations, etc.
  • ; prepare student, staff, parent handbooks, monthly newsletters and all major office typing.
  • Create and maintain data files using Microsoft Office and Excel.
  • Maintain student records, generate reports and set up courses and sections for students in the school’s student software system.
  • (PowerSchool, Swis or eRtI) Compile necessary documents and reports using Microsoft Office programs.
  • Maintain communication with parents as directed by the Principal in the form of newsletters and social media to ensure parent awareness of and involvement in their child’s activities.
  • Order and maintain an inventory of office supplies for faculty and staff, record and file all purchase orders and maintain office records on building budget accounts.
  • Order and inventory of classroom textbooks/workbooks.
  • Financial Accounts Management: Maintain accurate financial records for the building budget in Skyward, the school’s financial management system.
  • Purchase classroom supplies and materials.
  • Process invoice payments for purchases.
  • Process and submit all required local control budget account information to District Office as needed.
  • Maintain petty cash account for distribution and reconciliation.
  • Maintain all aspects of Professional Development conferences (registration, purchase order, absence, substitute, etc) Financial Management/Bookkeeping of School Activity Accounts: Financial management and bookkeeping for accounts (61 Activity Fund Accounts), which includes: Collection of co-curricular activity group revenue (grade level field trips, Parent Organization fundraising, student council, etc.)
  • Depositing and receipting of activity account revenue; coordinating deposits with bank and courier.
  • Processing check requisitions and invoice payments.
  • Purchasing supplies and materials for activity groups.
  • Coordinating cash box needs for all school activities as needed.
  • Reconciling financial information following activities.
  • Maintaining records for various activity accounts.
  • Collection of any NSF checks.
  • General/Miscellaneous: Serve as co-receptionist for the main office.
  • Assist principal(s) as needed for projects and activities.
  • Assist with financial items and sales for activity group functions as needed.
  • Function as main office associate during absence of other support personnel or when needed.
  • Complete basic position responsibilities of other main office associates when needed.
  • Other duties and responsibilities as assigned by the building principal.
  • Terms: Twelve month position.
  • Salary and work year to be established by the board.
  • High school diploma or equivalent.
  • Two to five years administrative associate experience 3.
  • Excellent interpersonal skills.
  • Strong organizational skills with the ability to establish priorities, work independently and carry out job responsibilities without supervision.
  • Strong knowledge of computer applications including Microsoft Word, Excel and Publisher, as well as various Google apps.
  • Ability to maintain confidential information.
  • Attention to detail, high desire of accuracy and the ability to meet deadline requirements.
  • Demonstrates flexibility and willingness to take on new responsibilities.
  • Reports To: High School Principal Job Goal: Provide administrative support to the High School Principal in the areas of clerical assistance and general office functions.
  • Performance Responsibilities: Clerical: Assist parents, students and teachers, and maintain a professional atmosphere in the main office.
  • Utilize the Frontline Education software daily to keep record of staff absences and substitute assignments.
  • Prepare and update substitute teacher folders/materials Prepare and update daily announcements using Google Slides Manage and update the school’s website and calendar information Plan and design publications such as newsletters, handbooks, agendas and other miscellaneous documents using various software applications, including Microsoft Word, Excel and Publisher, as well as Google Docs, Google Slides and Google Sheets.
  • Send communication to families via SchoolMessenger Utilize the PowerSchool Student Information System to access student records and reports.
  • Coordinate event catering for in-services, parent teacher conferences and meetings.
  • Schedule interviews and correspond with applicants at the direction of the Principal Prepare bulk mailings as needed using the US Postal Service Business Customer Gateway software Maintain inventory and prepare annual order of colored paper and envelopes for the high school.
  • Contact authorities for monthly fire drills and 911 testing.
  • Replace toner cartridges, remove paper jams and maintain toner and staple inventory for building printers and copiers Other duties and responsibilities as assigned by the building principal or designee Terms: Twelve-month position.
  • Wage and work year to be set by the board.
  • All staff and students are required to wear face masks.
  • Staff must complete daily health screenings.
  • Sanitization stations are dispersed throughout the buildings.
  • Daily cleaning of buildings.
  • Work Location: One location Work Remotely: No Show more

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