Stockton Unified School District · 18 hours ago
School Administrative Assistant #593 Hazelton School
Stockton, CA
Full-time
Onsite
Mid Level
3+ years expStockton Unified School District is seeking a School Administrative Assistant to ensure smooth and efficient school office operations. The role involves performing a variety of secretarial and administrative duties, maintaining attendance records, and providing support to the administrator and other staff members.
EducationGovernmentNon Profit
Responsibilities
Perform a wide variety of responsible secretarial and administrative assistant duties to assure smooth and efficient school office operations and to relieve the administrator of administrative detail; maintain confidentiality of sensitive and privileged information
Serve as secretary to the administrator; coordinate office communications for the administrator; schedule and arrange appointments, meetings, conferences and other events; maintain master calendar of events; independently compose letters, memoranda and other correspondence; respond to requests for information based upon District and office policies and procedures
Receive and assist visitors; screen telephone calls for the administrator from the public, staff and parents; take and relay messages; exercise independent judgment in resolving a variety of issues and refer difficult issues to administrator as necessary; provide information and assistance related to District policies, procedures and regulations
Input and update a variety of data into an assigned computer system; generate a variety of mandated and requested computerized records and reports related to assigned activities; assure the timely distribution and receipt of a variety of records and reports
Create queries and generate a variety of computerized lists, forms and reports; assure the timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data; respond to requests for information based upon District and office policies and procedures
Input new students into and maintain SASI student database; assign and input students to sections/teachers; create, input and maintain teacher files, course title files, master schedule and section files; drop students from student database that transfer and/or leave the school; oversee the computerized daily student attendance accounting; enter student grades in SASI; input and process student class assignment/program changes; prepare monthly attendance accounting reports; and prepare enrollment reports
Input and update data into an assigned computer system and generate computerized records and reports; maintain automated records; assure accuracy of input and output information; prepare student accident reports; prepare/process employee accident reports and related follow up with Risk Management Office
Type from rough drafts or verbal instructions a variety of materials such as letters, forms, memoranda, requisitions, newsletters, lists, flyers and bulletins; duplicate materials as needed; process a variety of forms and applications
Compile information and prepare and maintain a variety of logs, records, files and reports related to students, financial activity, operations, personnel, medical activities, emergency drills, attendance, incidents and assigned duties; maintain staff attendance records and submit attendance reports for certificated, classified and substitute personnel as assigned
Utilize a computer and assigned student information system to scan or input attendance documents and related data; maintain automated student records and reports; record grades on permanent records
Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software; arrange for repairs of office equipment as necessary
Receive, sort and distribute mail; prepare and distribute informational packets and bulk mailings as directed
Attend assigned meetings, take notes and prepare minutes
Organize budget and financial material to maintain accurate fiscal and statistical records; monitor expenditures to assure compliance with budget guidelines; maintain related records
Monitor inventory levels of office and classroom supplies and materials; order, receive and maintain inventory of office and classroom supplies and materials; distribute classroom supplies to teachers as requested
Assist with administering basic first aid to students and staff as assigned; notify parents of ill or injured students as needed; assist in maintaining the health office in a clean, orderly and safe condition; assist in ordering, receiving and maintaining inventory of first aid and office supplies as necessary; assist with medication administration according to District protocol to include maintenance of records and related information; assist with student health care procedures as trained and assigned by the school nurse
Obtain substitute teachers as necessary; assure adequate coverage for teachers, administrators and staff; maintain time sheets and related records
Maintain, distribute and account for school site keys; request keys as necessary
Collect various monies and fees for the assigned office or site programs; maintain auditable records; maintain and reconcile assigned accounts as directed; make bank deposits as requested
Coordinate field trips as requested
Provide work direction to other office personnel as assigned
Maintain regular and prompt attendance in the work place
Perform related duties as assigned or in the absence of other office personnel
Qualification
Required
Graduation from high school
Three (3) years of increasingly responsible secretarial experience preferably in a school district setting
Valid First Aid and CPR certificate issued by an authorized agency
Perform a wide variety of responsible secretarial and administrative assistant duties to assure smooth and efficient school office operations and to relieve the administrator of administrative detail
Serve as secretary to the administrator and coordinate communications between administrators, District and site personnel, parents, students and general public
Prepare, maintain and account for Average Daily Attendance (ADA) and other attendance records and reports in accordance with established rules and regulations
Provide technical guidance and support for lower level clerical positions
Administer basic first aid and screen ill or injured students in accordance with State laws and District regulations
Maintain confidentiality of sensitive and privileged information
Independently compose letters, memoranda and other correspondence
Respond to requests for information based upon District and office policies and procedures
Input and update a variety of data into an assigned computer system
Generate a variety of mandated and requested computerized records and reports related to assigned activities
Assure the timely distribution and receipt of a variety of records and reports
Create queries and generate a variety of computerized lists, forms and reports
Assure accuracy of input and output data
Input new students into and maintain SASI student database
Assign and input students to sections/teachers
Create, input and maintain teacher files, course title files, master schedule and section files
Drop students from student database that transfer and/or leave the school
Oversee the computerized daily student attendance accounting
Enter student grades in SASI
Input and process student class assignment/program changes
Prepare monthly attendance accounting reports
Prepare enrollment reports
Prepare student accident reports
Prepare/process employee accident reports and related follow up with Risk Management Office
Type from rough drafts or verbal instructions a variety of materials such as letters, forms, memoranda, requisitions, newsletters, lists, flyers and bulletins
Compile information and prepare and maintain a variety of logs, records, files and reports related to students, financial activity, operations, personnel, medical activities, emergency drills, attendance, incidents and assigned duties
Maintain staff attendance records and submit attendance reports for certificated, classified and substitute personnel as assigned
Utilize a computer and assigned student information system to scan or input attendance documents and related data
Maintain automated student records and reports
Record grades on permanent records
Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software
Arrange for repairs of office equipment as necessary
Receive, sort and distribute mail
Prepare and distribute informational packets and bulk mailings as directed
Attend assigned meetings, take notes and prepare minutes
Organize budget and financial material to maintain accurate fiscal and statistical records
Monitor expenditures to assure compliance with budget guidelines
Maintain related records
Monitor inventory levels of office and classroom supplies and materials
Order, receive and maintain inventory of office and classroom supplies and materials
Distribute classroom supplies to teachers as requested
Obtain substitute teachers as necessary
Assure adequate coverage for teachers, administrators and staff
Maintain time sheets and related records
Maintain, distribute and account for school site keys
Request keys as necessary
Collect various monies and fees for the assigned office or site programs
Maintain auditable records
Maintain and reconcile assigned accounts as directed
Make bank deposits as requested
Coordinate field trips as requested
Provide work direction to other office personnel as assigned
Maintain regular and prompt attendance in the work place
Perform related duties as assigned or in the absence of other office personnel
Knowledge of school office terminology, practices and procedures
Knowledge of modern office practices, procedures and equipment
Knowledge of applicable laws, codes, regulations policies and procedures
Knowledge of record-keeping and report preparation techniques
Knowledge of District attendance policies, procedures, terminology and attendance accounting methods
Knowledge of business letter and report writing, editing and proofreading
Knowledge of telephone techniques and etiquette
Knowledge of oral and written communication skills
Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary
Knowledge of interpersonal skills using tact, patience and courtesy
Knowledge of operation of a computer and assigned software
Knowledge of first aid and CPR procedures
Knowledge of basic math
Knowledge of District health and safety regulations
Ability to perform a wide variety of responsible secretarial and administrative assistant duties to assure smooth and efficient school office operations and to relieve the administrator of administrative detail
Ability to serve as secretary to the administrator and coordinate communications between administrators, District and site personnel, parents, students and general public
Ability to interpret, apply and explain laws, codes, rules and regulations related to assigned activities
Ability to learn District organization, operations, policies and objectives
Ability to determine appropriate action within clearly defined guidelines
Ability to answer telephones and greet the public courteously
Ability to type or input data at 50 words per minute from clear copy
Ability to compose correspondence and written materials independently or from oral instructions
Ability to work independently with little direction
Ability to maintain records
Ability to plan and organize work
Ability to train and provide work direction to others
Ability to compile and verify data and prepare reports
Ability to complete work with many interruptions
Ability to operate a variety of office equipment including a computer and assigned software
Ability to communicate effectively both orally and in writing
Ability to develop and maintain cooperative working relationships with those contacted in the course of work
Ability to carry out oral and written directions; write and speak at a level sufficient to fulfill the duties to be performed for the position described
Ability to respond effectively and appropriately to emergency situations and analyze situations and adopt effective courses of action
Ability to learn, interpret, apply and explain rules, regulations, policies and procedures
Ability to assist in the administration of first aid and CPR
Ability to screen students for various health and safety concerns
Ability to observe health and safety regulations
Ability to compile and maintain accurate and complete records and reports
Ability to perform mathematical calculations with speed and accuracy
Ability to work confidentially with discretion regarding student cumulative records, which includes mandatory student health records
Ability to perform a variety of technical duties in support of student attendance accounting functions at an assigned site
Ability to prepare, maintain and account for ADA and other attendance records and reports in accordance with established rules and regulations
Company
Stockton Unified School District
Stockton Unified School District is a public education agency that manages K-12 schools, curriculum, and student services.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase