Administrative Assistant II (11mo)

Cape Girardeau Public Schools; Cape Girardeau (MO); On-site; USD 35,000 - 50,000; Full time

Job summary

Cape Girardeau Public Schools is seeking an Administrative Assistant II to support the Principal and leadership team. The role focuses on managing campus office workflow, processing purchase orders, and coordinating major school events.

The position requires strong organizational and communication skills, confidentiality, and the ability to multitask while delivering accurate results in a dynamic school environment.

Qualifications

• High School diploma or equivalent with relevant secretarial/clerical experience

Responsibilities

• Assists the Principal and leadership team with daily administrative tasks
• Manages flow of work across campus offices and coordinates events
• Processes purchase orders and maintains records
• Prepares correspondence, agendas, minutes, and reports
• Interacts professionally with staff, students, families, and the public
• Maintains confidentiality and exercises sound judgment in all duties
• Supports office operations to ensure efficient school functioning
• Coordinates meetings, travel arrangements, and accommodations as needed
• Keeps accurate data and documentation for compliance and reporting
• Performs related duties to assist administrators and schools in day-to-day operations

Skills

High school diploma

Organizational skills

Multitasking

Independent judgment

Word processing

Spreadsheets

Databases

Interpersonal skills

Education

High School Diploma or equivalent

Tools

Word processing software

Spreadsheet software

Database software

Job description

Job Title: Administrative Assistant II

Terms of Employment: 10 month contract (200 days); 11 month contract (220 days); 12 month contract (240 days)

FLSA Status: Non-Exempt

Reports To: Principal

Brief Description of Position:

The Administrative Assistant to the Principal is responsible for working directly to provide support to the school's leadership team as needed. In addition to assisting the Principal in the general delivery of school services, this position includes primary responsibility for managing the flow of work in all campus offices, processing purchase orders and coordinating commencement and other major school events.

Distinguishing Characteristics:

The Administrative Assistant II classification performs secretarial and administrative assistant duties in support of the Principal of an assigned elementary and secondary or alternative education program. Incumbents have greater breadth of office management responsibilities. The Administrative Assistant III performs the most complex duties in the series and assure proper and timely completion of projects and activities. Incumbents have greater depth of office management responsibilities.

Required Qualifications:

• High School diploma or equivalent;supplemented by minimum two years previous experience and/or training that includes secretarial or clerical work, or any equivalent combination of related education, training and experience
• Must possess strong organizational skills as well as the ability to handle multiple projects simultaneously
• Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy
• Demonstrate excellent skills in computer word processing, spreadsheets and data bases
• Demonstrate analytical and problem-solving skills
• Must be team oriented with excellent interpersonal and communication skills
• Must maintain a high level of ethical behavior and confidentiality of information as required by law
• Demonstrated ability to meet and effectively deal with the general public in a courteous manner

Essential Duties and Responsibilities:

• Compiles data from a wide variety of diversified sources (e.g. school staff, community organizations, government agencies, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.
• Coordinates a wide variety of projects, activities and/or events for the Principal and other administrators (e.g. meetings, receptions, luncheons, workshops, travel/accommodations, etc.) for the purpose of completing activities and/or delivering services in accordance with district policy and mandated requirements.
• Maintains a wide variety of complex manual and electronic documents files and records (e.g. contacts, time sheets, legislative information, databases, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a wide variety of complex written materials (e.g. correspondence, agendas, minutes, event programs, bulletins, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Processes a wide variety of complex documents and materials (e.g. requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Researches a variety of topics (e.g. current practices, policies, education codes, parental complaints, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.
• Responds to a wide variety of calls, concern and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for the Principal and other administrators.
• Supports the Principal and other assigned administrators for the purpose of providing assistance with their functions and responsibilities.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.