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District Office Administrative Assistant

Please contact Deniece Richardson at drichardson@usd439.com or 316-772-5783.

District Office Administrative Assistant

QUALIFICATIONS:                                                 

  1. High school diploma or equivalent. (college or school business experience preferred)
  2. Proficient in Microsoft Word/Excel.
  3. Proficient in computer/web-based programs
  4. Willing to attend business office related workshops/trainings to further enhance knowledge and skills related to school business office procedures.

 

REPORTS To: Business Office Manager & Superintendent

EVALUATED BY: Superintendent with input from the Business Office Manager

RESPONSIBILITIES:

Secretary

  1. Screen calls, take messages, provide information when possible.
  2. Serve as primary reception for District office to students, parents, patrons, visitors and teachers—take care of needs if possible or direct to clerk or superintendent.
  3. Open and distribute mail for the office.
  4. Type letters and other documents when requested.
  5. Make appointments for Superintendent whenever necessary.
  6. Answer letters, complete state reports (such as the 18E), and assist with federal or other reports as needed.
  7. Purge confidential and other records per Board of Education and prepare for/schedule shredding as needed.
  8. Stamp date “received on” appropriate items.
  9. Log employee absence requests; maintain paid/non-paid leave records.
  10. Prepare and maintain substitute teacher roster.
  11. Provide printing and copy work for all district documents as requested.
  12. Provide printing and copy work for Board of Education packets and mailings.
  13. Serve as Deputy Clerk at Board meetings as needed.
  14. Print and address bulk mailings. 
  15. Prepare and deliver mail to the post office.
  16. Work to maintain cross-training in payroll process, serve as emergency back-up to clerk.

Purchasing

  1. Prepare coop purchasing orders in a timely manner.
  2. Process district requisitions/purchase orders. Receive shipments and prepare invoices for payment.
  3. Order, inventory and maintain office supplies as required.
  4. Use financial data processing program.

Transportation

  1. Prepare transportation book each year by Sept. 1 in cooperation with transportation director; maintain driver certification records.
  2. Assist as requested to prepare transportation reports.

Professional Development Council

  1. Keep all professional records current, working in cooperation with PDC committee.

General Duties

  1. Maintain appropriate relations with co-workers, students, parents and patrons.
  2. Promote positive public relations for the district.
  3. Strictly maintain confidential information and knowledge.
  4. Perform other duties as assigned.