Administrative Assistant

Mountain View School District Job Description

Position Title: Administrative Assistant for the District Office

Department: District Business Office

Reports to: Business Manager

Prepared by: Dr. Michael S. Elia, Superintendent of Schools

Objectives

The Mountain View School District Administrative Assistant to the Business Office is the person responsible for providing administrative support for our members of the community and to ensure the efficient operation of the District’s Business office. The Administrative Assistant will be very familiar with how the district operates and serves the community, he/she will be a main resource for all faculty, staff, and community members looking for any information related to the district. A positive attitude, great judgment and excellent soft skills will assist our community members with getting the information they need in a friendly and timely manner. Additionally, the district Administrative Assistant will assist all district office staff with clerical support by executing a variety of tasks that provide a high level of quality and efficient work. This position is a 260 day position and will be evaluated annually. This position falls under District Business Office contract and is located in the business office. Confidentiality is a must for this position.

Primary Duties and Responsibilities

• Review and maintain written and computer files, plus conduct data entry
• Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties
• Research and collect information; assists with all budget activities, including accounting
• Helps implement new programs, procedures, methods, and systems
• Responsible for preparation of confidential documents and reports
• Maintain complete stock of all office supplies and accuracy of inventory
• Connect with building vendors to carry out fixes and improvements
• Answer and direct phone calls, organize and schedule appointments and meetings
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Submit and reconcile expense reports, as necessary
• Provides general support to community members and visitors
• Provide information by answering questions and requests
• Generate reports upon request and handles multiple projects
• Prepare and monitor invoices
• Carry out administrative duties such as filing, typing, copying, scanning, etc.
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Coordinate office procedures and develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Receive, sort, and distribute the mail
• Manage business office appointments
• Coordinate repairs to office equipment
• Manages Free and Reduced lunch applications
• Assists with the management and preparation of sports schedules
• Politely greet and assist visitors to the office
• Perform other job duties as assigned.

Knowledge and Necessary Skills

• administrative assistant/clerical experience
• Knowledge of office management systems (Microsoft Office) and procedures
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent written, verbal, typing, and phone communication skills
• Patient, Self-sufficient, and a team player
• Strong organizational and planning skills
• Proficient in MS Office
• High school diploma or equivalent; college degree preferred

Education and Experience

• High School diploma/GED equivalent or Associate Degree preferred..

Physical Requirements

• Ability to complete repetitive typing motions for prolonged periods of time. Ability to walk and deliver documents and materials upon request. Able to lift 50 pounds.

Supervisory Responsibilities

• None

Evaluation

• Yearly written evaluations will be conducted by the Business manager by June 30 of the current year.

Job Type: Full-time

Pay: $15.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Ability to Relocate:

• Kingsley, PA 18826: Relocate before starting work (Required)

Work Location: In person