Arlington Public Schools

Human Resources announces a vacancy for a 0.5 FTE Educational Administrative Assistant. This is a 10-month, 208 days, Grade G-07 position located at Swanson Middle School. 

ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed; not all incumbents perform all essential functions delineated.) 

• Serves as personal administrative support assistant to one or more assistant principals, director of guidance service or activity director.
• Processes and maintains automated student schedules; enters master schedule data; enters and prints individual student schedules; enters all student schedule changes; distributes and processes course registration forms. 
• Serves as primary operator of the school’s student information system, including registration, withdrawals, transfers, retrieves information for administrators, parents, local and state reports, etc.
• Processes and maintains automated student attendance records; maintains “cumulative” folders, enters all information for student master files and related student transactions (e.g., enrollment, withdrawals, etc.); downloads data from the central computer; prints various attendance/absentee listings and reports.
• Coordinates and assists with the Standardized testing program and serves as the test proctor.
• Coordinates/maintains Substitute Teacher Assignment Network (STAN).
• Processes orders for books, furniture, supplies; processes maintenance work-orders.
• Operates the automated telephone call system to absent students' homes; processes attendance lists/forms; analyzes and corrects source data as required; maintains and produces accurate attendance registers.
• Acts as receptionist; distributes mail; maintains office files, records and supplies.
• Schedules activities/sports bus transportation; maintains eligibility documents and lists, activities calendar.
• Participates in scheduling, notifying participants and staff, and conducting awards assemblies.
• Schedules meetings, conferences; notifies appropriate staff of meetings and deadlines for materials related to meetings.
• Maintains supervisor's calendar; coordinates meeting and travel arrangements; screens supervisor's telephone calls and mail, and personally responds to those that can be handled at the administraive assistant level, forwarding the remaining calls/mail to supervisor with pertinent background material.
• Operates keyboard (typewriter, desk-top computer or terminal) utilizing a variety of word processing, spread sheet, data base, graphics and presentation software to prepare correspondence and memorandums, financial and presentation materials; updates, revises, and produces from rough draft reports and correspondence; obtains appropriate signatures on correspondence and forwards to appropriate personnel; enters, edits and updates data files and enrollment records; accesses data files to view information and to print out hard copy reports.
• Performs general support tasks for school administrative staff or for the office to which assigned; performs responsible secretarial and administrative support tasks as required or assigned.
• May be required to dispense medication to students when needed. 

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS:

• Graduation from high school or GED, including or supplemented by, courses in office procedures and equipment, including the use of microcomputers and teleprocessing equipment.
• Some college or business school courses preferred.
• Considerable responsible administrative assistant, secretarial or clerical experience.
• Experience working with microcomputer applications in an online environment and preferably in a school system or similar setting; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and abilities.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: 

• Thorough knowledge of computerized data filing, file maintenance, and retrieval principles and practices.
• Through knowledge of school office mission, routines, polices, procedures and equipment as related to assignment.
• Through knowledge of the operation, uses, and capabilities of the APS computer equipment utilized at the school /in the activities to which assigned.
• Depending on assignment, good knowledge of FRONTLINE and STARS procedures, documents, files, deadlines, reports, and reporting and processing requirements.
• Through knowledge of institutional business office procedures and ability to communicate in English.
• Ability to accurately maintain complex data files and to prepare reports from files and records.
• Ability to understand and follow oral and written computer utilization, database-oriented instructions, and procedures.
• Ability to establish and maintain effective working relationship with school administrators, support staff and students, and with college and business contacts.
• Skill in the operation of computer equipment, entering and retrieving a wide variety of student and employee information, and producing required forms and reports