KES Administrative Assistant

SAU 16; Exeter; On-site; GBP 27,000 - 39,000; Full time

Job summary

Kensington Elementary School (KES) is seeking an Administrative Assistant to provide clerical, secretarial and administrative support under the supervision of the principal or administrator. You will help convey information about school functions and procedures and support services for students, parents and staff.

This 260-day, 40-hour-per-week position includes summer hours set with the principal. Responsibilities include preparing notices, planning events, maintaining records, processing time

Qualifications

• Experience in office management or customer service is preferred.
• Ability to communicate effectively with staff, students and parents.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Prepares, copies and distributes notices and memos for staff and students.
• Plans and schedules school events and maintains calendars for events.
• Maintains documents, files and records, including student and financial records.
• Prepares purchase orders for the school district's accounting/finance office.
• Processes weekly time sheets and coordinates approvals with payroll.
• Maintains inventories of supplies and materials to ensure availability.
• Greet visitors and assist students, parents, substitutes and others.
• Answers and directs telephone calls, providing information as needed.
• Distributes incoming mail and handles outgoing mail.
• Registers new students and enters enrollment data into the system.

Skills

Customer service

Time management

Communication

Confidentiality

Tools

Word

Excel

PowerPoint

Outlook

Job description

Kensington Elementary School Administrative Assistant

Position

Under the direct supervision of the principal or other administrator, to provide clerical, secretarial and administrative assistance at Kensington Elementary School (KES), conveying information regarding school functions and procedures, and supporting the broad array of services provided to students, parents, and KES employees. The position is 260 days per year, 40 hours per week during the school year and the summer hours will be determined together with the school principal.

Essential Functions

• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
• Assists in planning and scheduling school events and activities, and maintaining calendar of school and student events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Assists in maintaining documents, files and records for the purpose of maintain accurate student records as well as financial records.
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Prepare and process time sheets each week to submit to the SAU payroll office by reviewing for accuracy, facilitating corrections and gathing administrative approvals.
• Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Assist visitors to the office, including students, parents, substitutes teachers, guests, community members and others.
• Answers telephone calls, and provide information and assistance to callers.
• Distribute incoming mail appropriately; sends outgoing mail.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note

The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Knowledge, Skills And Abilities

• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to maintain acurate financial records.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.

Typical Qualifications Would Be Equivalent To

• Successful experience with customer service and/or office management preferred.

Posted vacancies in SAU 16 have been approved by the School Board.

It is the policy of SAU 16 not to discriminate on the basis of race, sex, gender identity, religion, national origin, color, homelessness, sexual orientation, age, or disability in its education programs, services, activities or employment practices.

Selection Procedure

All resumes will be screened and selected candidates will participate in a thorough interview process.

FLSA Status: Non-exempt