Reception/Admin. Assistant

Sylvania; Poynor (TX); On-site; USD 32,000 - 45,000; Full time

Job summary

Sylvania is seeking an experienced school secretary to ensure efficient operation of the administrative office and provide clerical support to staff. The role involves handling records, scheduling, communications, and basic budgeting tasks in a school setting.

The candidate should have a high school diploma or GED, at least 1 year of secretarial experience, and strong keyboarding, organizational, and interpersonal skills.

Qualifications

• Requires high school diploma or GED.
• 1 year secretarial experience preferred.
• Proficient keyboarding and file maintenance skills.
• Ability to develop spreadsheets, databases, and perform word processing.

Responsibilities

• Prepare campus communications, forms, manuals, reports, purchase orders, and payment authorizations.
• Maintain daily teacher attendance log and substitute records; manage time records and leave requests.
• Maintain school calendar of events and file reports and student records.
• Receive calls, assist students/parents, schedule meetings, and manage principal’s calendar.
• Handle cash deposits, assist with campus budgeting and purchasing processes.

Skills

Keyboarding

File maintenance

Office software proficiency

Basic accounting principles

Follow instructions

Adaptability

Organizational skills

Communication skills

Interpersonal skills

Education

High school diploma or GED

Tools

Spreadsheet software

Database software

Word processing software

Job description

Primary Purpose:

Ensure efficient operation of school administrative office and provide clerical services for school's administrative staff.

Qualifications:

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills:

• Proficient keyboarding and file maintenance skills
• Ability to use software to develop spreadsheets, databases, and do word processing
• Ability to maintain accurate and auditable records
• Knowledge of basic accounting principles
• Ability to follow verbal and written instructions
• Ability to perform a variety of tasks often changing assignment on short notice
• Effective organizational, communication, and interpersonal skills

Experience:

• 1 year secretarial experience (strongly preferred)

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials and as requested.
• Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit to central office according to established procedures and deadlines.
• Maintain school calendar of events.
• Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.

Reception and Phones

• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Assist students, teachers, and parents as needed.
• Schedule meetings and appointments and maintain calendar for principal.
• Accounting and Inventory
• Prepare and make cash deposits for activity account(s).
• Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.

Other

• Assist with planning, preparation, and setup of faculty meetings and campus activities.
• Sort, distribute, or deliver mail and other documents.
• Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.

Mental Demands/Physical Demands/Environmental Factors:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress