Administrative Assistant I - Molalla River School District 35 : Job Details

Administrative Assistant I8 Hours Per Day/ 5 Days per week/220 Days in Full Work Year, August to JunePosition Serves the Molalla River School District OfficeJOB GOAL: The goal of the District Office Administrative Assistant I is to provide multifaceted office support and excellent customer service to all district stakeholders including staff, students, families, contractors, vendors, volunteers and various other patrons.ESSENTIAL REQUIREMENTS: To perform this job successfully an individual must be able to execute each requirement satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities needed for the position. These are typically acquired through one to three years of prior office experience.Ability to: communicate effectively (both orally and in writing) with students, parents/guardians, staff and the general public; proficiently read and write in English; perform secretarial and administrative support functions requiring independent judgment, information analysis, process evaluation, decision-making, and problem solving; understand and follow both oral and written instructions; work harmoniously with others; maintain a high level of ethical behavior and confidentiality when dealing with student and staff information; demonstrated ability to interact with the public both courteously and professionally, maintaining composure in escalated and difficult situations; multitask effectively producing quality work while handling frequent interruptions; plan, organize and successfully prioritize own workload to complete assignments accurately, on time and with a high level of attention to detail;Ability to perform physical requirements which may include:

• Light to moderate degree of physical stamina and occasional lifting up to 50 pounds
• Ability to stand, walk, and bend frequently
• Ability to hear telephone ring and to hear and respond to questions from visitors and callers
• Ability to use telephone, computer and other office equipment for extended periods of time
• Ability to make frequent trips from desk to various other locations within the district office
• Ability to lift and move boxes and mail packets of various sizes, dimensions, and weights from desk to floor, floor to desk and to other locations within the office, using a hand truck as needed.

Skills to: communicate effectively both orally and in writing; type accurately with intermediate level keyboarding skills (45+ wpm); and complete assigned tasks using various modes of software and assigned technologyKnowledge of: Microsoft Office and Google Suite of applications including Word, Excel, Gmail and Google Calendar; multiline telephone operation and call routing; school policies, state and federal laws and applicable rules and regulations in order to apply them appropriately to situations or questions that arise.Such alternatives to the above requirements as the School Board or the Administration may deem appropriate and acceptable.ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following. Other duties may also be assigned.

Receive and direct incoming telephone calls from the public and district personnel and respond to inquiries of routine nature or refer them to appropriate staff.

Greet and direct office visitors, respond to visitor's questions where appropriate, and refer visitors to the appropriate person or location.

Maintain files according to an established filing system, perform standard clerical or recordkeeping work; type or fill in information on records, financial reports, requisitions, human resources documents and/or other district documents as requested.

Receive and route all incoming district office U.S. mail and intra-district mail; prepare daily outgoing U.S. mail and make daily deliveries and pickups to and from local post office.

Type, proofread and process a wide variety of documents including correspondence, reports, budgets, confidential information, schedules, purchase orders, newsletters and statistical charts from rough drafts or verbal instructions.

Prepare bank deposits as needed including scanning incoming checks, completing dual custody cash counts, data entry of cash receipts and checks and making daily bank deposits; scan and prepare records of daily banking transactions for accountant; print outgoing checks.

Manage district level responsibilities related to the district's volunteer program including completing background checks, maintaining records, assisting volunteers with registration inquiries or issues and notifying schools when volunteers have been approved.

Manage district credit cards including signing out cards, making online and in person purchases including lodging and registration for conferences, office supplies, specialized orders, elementary school classroom supplies upon request and food for meetings and training sessions.

Prepare and submit purchase order requisitions for superintendent's office, human resources, and other departments as requested.

Manage district office copiers, postage machine and water/coffee service including supply ordering (paper, toner cartridges, postage, coffee, water, etc.) and coordinating service calls when needed.

Process incident and injury reports including staff and student incident reports and form 801's for workers comp claims.

Create and distribute key cards and ID badges to staff, coaches, contractors and volunteers; create, maintain and update building access permissions in badge security system as requested by administrators; coordinate and complete annual photography and creation of all district staff ID badges.

Provide general and back up administrative support to the business office and/or other district office and department administrative support staff as requested by the Director of Human Resources.

Perform such other tasks (which may require knowledge of other job descriptions) as may be deemed appropriate by the School Board or Administration.

CERTIFICATES, LICENSES, REGISTRATIONS, BONDING, AND/OR TESTING REQUIRED:

Possess and maintain a valid First Aid card if required

Criminal Justice Fingerprint Clearance

Valid Oregon Driver's License and fully insured personal vehicle

High School Diploma or Equivalent

Must be 18 years of age or older