GFC-E1 - Administrative Assistant - Job Description

Immediate Supervisor: School Principal

Minimum Qualifications

Education

1. High school graduate;

2. Post secondary education and/or experience in office procedures desirable.

Knowledge and Skills

1. Knowledge of various filing systems;

2. Ability to type accurately at 40 w.p.m. or more;

3. Ability to use current technology equipment;

4. Knowledge of word processing, spreadsheet, database and school administration programs;

5. Basic accounting knowledge/skills.

Types of Work Experience

Previous office and computer experience would be beneficial.

Personal Suitability

1. Must maintain confidentiality at all times;

2. Pleasant out-going personality;

3. Must exhibit good interpersonal skills;

4. Ability to work with minimum supervision;

5. Must enjoy working with people, particularly children;

6. Must show initiative;

7. Must have good organization skills;

8. Must show a sense of discretion that respects the privacy and integrity of all persons and data; and,

9. Must show flexibility and adaptability to changing situations.

Function

Under the general supervision of the Principal, Administrative Assistants assist in the clerical and administrative duties of the school, giving functional guidance and assisting staff, students, parents, and visitors.

Description of Duties

The duties of the Administrative Assistant differ from school to school.  It is not expected that all of the following duties apply to all situations.  Details will be negotiated between the Principal and the Administrative Assistant in each school.

Communication

To relate effectively with people in person, by telephone, and by electronic means (e.g., email): Division personnel, students, parents, business people, and the general public.

1. Prepare all school correspondence (letters, memos, school calendars, announcements, agendas, minutes, student supply lists, etc.);

2. Process/prepare all month-end reports (Staff Absence Report, Principal’s Monthly Report, accident reports, mileage reports, etc.);

3. Record all student names and personal information and update every year;

4. Prepare class lists for the Principal, Teachers, and Division Office;

5. Type cumulative file request forms for all new students;

6. Type statistical reports; and,

7. Prepare and submit departmental mark forms for high school students. 

Duplicating/Laminating

1. Be responsible for the photocopier and copying materials;

2. Be responsible for the laminator.

School Mail

1. Process school mail as assigned by the Principal.

Filing

1. Make files for new material and remove outdated files;

2. File all information relevant to the operation of the school; and,

3. Update and file all student cumulative records re: Teacher and grade.

Office Inventory

1. Take inventory of school supplies and books;

2. Order school supplies;

3. Prepare requisitions;

4. Keep track of all orders until order is complete; and,

5. Unpack, inspect, and sort all incoming supplies.

Accounting

1. Petty Cash:

   • Pay all bills;

   • Record all transactions and balance account;

   • Send receipts and Petty Cash form to Division Office;

   • Cash cheques.

2. School Instructional Budget:

   • Attach purchase order numbers and packing slips to requisitions and file in appropriate accounts;

   • Balance each account;

   • Keep a separate file on each Teacher and know the amount of money spent annually.

3. School Bank Accounts (See DE-P1)

   • Keep records for each school bank account using accounting software as prescribed by the school division.

4. Facilities Rental:

   • Co-ordinate school facilities usage;

   • Fill out forms; and collect rent if applicable;

Student Registration

1. For all students in the fall:

   • Update computer information and print out class lists;

   • Update database information;

   • Update cumulative records.

2. For new students in fall and throughout the year:

   • Enter student demographic information;

   • Request cumulative records and update;

3. Pre-Kindergarten Registration in spring:

   • Prepare registration and URIS forms;

   • Enter student demographic information;

   • Prepare orientation letters and material for parents;

Parent/Teacher Interviews

1. Schedule interviews for parent-Teacher days and advise parents;

2. Process report cards as required.

Miscellaneous Duties As May Be Assigned

1. Send and receive electronic mail;

2. Be responsible for Office Diary/Staff room calendar, scheduling meetings and special events, etc.

3. Supervise students sent to the office;

4. Administer minor first-aid to students;

5. Keep office and related work and storage areas tidy;

6. Help with special school projects ( e.g., Christmas program, Community Night, Book Fairs);

7. Undertake any related duties as may be assigned by the Principal.