Pleasant Grove HS - Administrative Assistant - 240 Day

Montgomery-Public-Schools; Birmingham (AL); On-site; USD 26,000 - 34,000; Full time

Job summary

Jefferson County School System is seeking an Administrative Assistant to provide clerical support to the office, assist with data entry, and help manage student enrollment and records. This role supports faculty and district personnel, ensuring accurate data and timely reports.

The position emphasizes confidentiality, effective communication, and the use of standard office software, with a focus on assisting meetings, registrations, and daily operations.

Qualifications

• High school diploma or equivalent is required.
• Experience in a similar clerical role is preferred.
• Ability to communicate effectively in writing and orally.
• Familiarity with data entry, filing, and reporting processes.
• Proficiency with basic office technology and software.

Responsibilities

• Demonstrate support for the school system and its priorities.
• Provide administrative support to office staff and administrators.
• Enter data, file, prepare and submit reports, and handle correspondence.
• Operate word processing and data entry software and office applications.
• Process student enrollment and withdrawal as required.
• Assist with registration materials and meetings as needed.
• Maintain confidentiality of school information per policy.
• Prioritize tasks and work within established timeframes.
• Prepare attendance and report cards as required.

Skills

Office procedures

Data entry

Record keeping

Word processing

Communication skills

Technology proficiency

Team collaboration

Education

High school diploma or equivalent

Tools

Word processing software

Spreadsheet software

Job description

Job Title – Administrative Assistant

Supervisor: Principal or Director

Job Goals:

• To perform assigned clerical duties efficiently and effectively.
• To assist school faculty,staff, and other school system personnel in supporting student achievement and school operations.
• To ensure the input and maintenance of accurate school information and data.

Minimum Qualifications:

1. High school diploma or equivalent.
2. Successful work experience in a comparable position.
3. Ability to meet the suitability criteria for employment and/or certification/licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457.
4. Broad knowledge of basic office procedures and functions, including electronic and manual filing, record keeping, purchasing and bookkeeping, word processing, and required reporting.
5. Proficiency in oral and written communication skills.
6. Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or school information.
7. Physical Strength, mobility, dexterity,stamina, and acuity to perform job responsibilities.
8. Such alternatives to the above qualifications as the Board may require.

Performance Responsibilities and Essential Functions:

1. Demonstrate support for the school school system, its vision, goals, and priorities.
2. Provides administrative support to the office coordinator, school administration, or other school district personnel as needed.
3. Enters data, organizes and retrieves files, prepares and submits reports, handles correspondence as assigned, and performs various clerical functions.
4. Operates word processing software, data entry software, and office computer applications.
5. Processes all aspects of student enrollment and student withdrawal, as required.
6. Assists parent/guardians in completing and submitting all required registration materials, as needed.
7. Assists school personnel/district personnel/administrators as needed with preparation for meetings, projects, visiting groups, delegations, or conferences.
8. Utilizes Technology in completing tasks.
9. Uses effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups.
10. Prioritizes tasks and performs assignments as directed with accuracy, attention to detail, and within established time frames.
11. Accurately maintains student records, including but not limited to, attendance records and transcripts, as required.
12. Timely prepares and distributes various reports, including but not limited to, student progress reports and report cards, attendance reports, etc.
13. Works with local school administration and central office staff in completing all local, state and federal requirements in a timely manner.
14. Models and maintains high ethical standards.
15. Participates in training programs offered to increase skill and proficiency related to assignment.
16. Maintains confidentiality regarding school/workplace matters in accordance with state and federal law.
17. Demonstratesinitiative in identifying opportunities for improvement in areas of responsibility.
18. Responds to inquiries and requests in a timely and positive manner.
19. Properly uses and cares for equipment and material resources of the school system.
20. Adheres to and implements school system rules, administrative procedures, local Board policies, and state, federal, and local laws.
21. Reportsto work in a punctual manner and attends work regularly.
22. Reports absences and takes leave in accordance with Board policies and procedures.
23. Demonstrates initiative, resourcefulness, and discretion in solving problems.
24. Understands how to access needed data and resources required to maintain efficient office functioning, solve problems, and respond to requests for information and assistance.
25. Promotes public and community support for the school and school system by performing job duties and interacting with students, parents, staff, and the public courteously and proactively.
26. Assumes direct responsibility for execution of basic office support functions in the absence of other office staff and discharges multiple functions in a compressed time frame ("multi tasking").
27. Performs other job-related duties as assigned by Supervisor(s).

Terms of Employment:

As established by the Board and applicable state law.

Evaluation:

Performance will be evaluated in accordance with the Board’s policy on evaluation of personnel.

This job description describes the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all job goals, qualifications, and responsibilities and the employee may be required to perform other related duties as assigned. The Jefferson County Board of Education reserves the right to amend the job description as needed.

Approved: 9.22.2022
Jefferson County School System
Administrative Assistant