Admin Assistant Virtual School

Administrative Assistant - Virtual School

This role will serve both LVS and Centennial and will be housed at Centennial.

This position has responsibilities of finance, but also plays a crucial role in the annual virtual audit as well as helping with marketing vendors and other vendors to secure supplies, etc. for LVS.

Purpose Statement:

The job of Administrative Assistant - Virtual School is done for the purpose/s of providing secretarial and administrative support to assigned administrator(s); communicating information to students, parents, staff, and/or other districts; ensuring compliance with financial, legal and administrative requirements; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions

• Analyzes and/or coordinates budget data as assigned for the purpose of resolving budget variances and evaluating compliance with district and state requirements.
• Collaborates with various departments for the purpose of gathering and/or providing information to improve processes and programs.
• Collects fees and/or funds from student events for the purpose of ensuring the accuracy and timely completion of transactions.
• Communicates with a variety of individuals and entities for the purpose of coordinating activities, conveying and/or gathering information and resolving issues.
• Compiles and analyzes data from a variety of sources for the purpose of complying with legal and/or administrative requirements.
• Coordinates and schedules a variety of programs and/or activities for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Greets all incoming persons for the purpose of responding to inquiries, directing their request to the appropriate personnel and/or enforcing secure entry procedures.
• Maintains inventory of supplies and materials for the purpose of ensuring items' availability.
• Maintains a variety of computerized and manual records, files, and databases for the purpose of documenting activities, providing reliable information and complying with district, state and federal requirements.
• Maintains office equipment, tools and work areas (e.g. cleaning, load supplies, clear paper jams, etc.) for the purpose of ensuring a safe working environment and the availability of items within a specific time frame.
• Monitors assigned department/program activities for the purpose of ensuring completion in compliance with established financial, legal and/or administrative requirements.
• Orients new site personnel regarding appropriate school and district practices (e.g. directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.
• Participates and/or facilitates meetings, workshops and seminars for the purpose of conveying and/or gathering information, developing knowledge required to perform job functions and meet district objectives.
• Performs record keeping and general clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of providing information and/or materials as needed.
• Prepares a wide variety of written and electronic materials for the purpose of documenting activities, providing written reference, and/or conveying information in accordance with district, state, federal and/or administrative requirements.
• Processes a variety of financial information for the purpose of updating information, transmitting information and/or complying with district, state and federal requirements.
• Processes documentation and materials for the purpose of disseminating information to appropriate parties for action.
• Provides proctoring for state assessments and finals, organizes and manages all materials and supplies for state assessment sites for the purpose of ensuring compliance with district, state, and federal requirements.
• Responds to inquires from a wide variety of internal and external parties (e.g. staff, parents, students, public agencies, auditors, etc.) for the purpose of providing information, facilitating communication among department and/or providing direction as may be required.
• Supports assigned administrator(s) for the purpose of assisting with their administrative functions.

Other Functions

• Assists other personnel for the purpose of supporting them in the completion of their work activities.
• Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the the school.

Job Requirements:  Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; accounting/bookkeeping principles; and concepts of grammar and punctuation.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; multitasking; meeting deadlines and schedules; working with frequent interruptions; setting priorities; working as part of a team; making independent decisions; travel as needed; adhering to district policies; and regular attendance except when taking approved leave.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; monitoring budget expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing.  The job is performed in a generally hazard free environment.

Experience      Job related experience with increasing levels of responsibility is required.

Education        High school diploma or equivalent.

Equivalency   

FLSA Status                                                 Approval Date                         Salary Range

Non Exempt                                                        9/20/2017                                13