OFFICIAL TITLE: Substitute Administrative Assistant

POSITION #1560: | DAYS: Full-Year | SALARY RANGE: $25-$27 per hour LOCATION: District | REPORTS TO: Building Principal

SUMMARY DESCRIPTION OF JOB: 

The Substitute Administrative Assistant performs highly responsible, confidential, and complex administrative duties for the School. This position serves as the primary point of contact for students, families, faculty, staff, and the public while managing essential assigned operations. Working with limited supervision, the Substitute Administrative Assistant plans, organizes, and oversees departmental functions, employing standardized practices to coordinate workflows, maintain records, and support compliance with regulations and timelines. 

MINIMUM QUALIFICATION STANDARDS: 

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Excellent organizational, communication, and customer service skills ? Strong technology and information management abilities (i.e., Munis, Google Workspace, Office) ? Proficiency with student information systems (ASPEN preferred) ? Knowledge of MA purchasing procedures and requisition entry ? Skill in managing multiple projects in a fast-paced environment ? Strong analytical and strategic thinking capabilities ? Excellent attention to detail and accuracy ? Ability to coordinate schedules and manage complex calendaring ? Effective written and verbal communication skills ? Ability to maintain confidentiality with sensitive information 

EDUCATION, TRAINING, AND EXPERIENCE: 

• Associate's degree in office management, education, or a related field - Bachelor's preferred ? Minimum of three (3) years of experience in an administrative support role or equivalent ? Experience working in a public school setting is preferred ? Demonstrated experience with database management (i.e, Aspen) and reporting 

PHYSICAL DEMANDS: 

• Primarily sedentary work in an office environment ? Visual acuity to review documents and work on a computer for extended periods ? Ability to lift and move files and supplies weighing up to 20 pounds 
• Manual dexterity to operate office equipment, including computers, calculators, and copy machines ? Ability to communicate verbally and in writing with staff, families, and administration 

EXAMPLES OF DUTIES AND RESPONSIBILITIES: 

• Provide direct support to the Building Principal, School Nurse, Teachers, Paraprofessionals, and any other employee of the school ? Perform general clerical duties including word processing, copying, filing, and data entry ? Answer telephones and receive visitors, providing excellent customer service ? Schedule appointments and coordinate calendars for staff ? Coordinate and maintain the Building Principal’s Google calendar ? Scan, upload, and organize electronic documents in the student information system (Aspen) ? Order and maintain inventory of office supplies ? Maintain confidential student records following district policies ? Serve as liaison between families and appropriate school-based staff ? Handle sensitive information with discretion and maintain confidentiality ? Perform other related duties as assigned by the Building Principal or designee 

JOB ESTABLISHED: 

DATE(S) REVISED: 

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