School of the Arts for Boys Academy (SABA)

Administrative Assistant

Job Description

MISSION:

School of the Arts for Boys Academy (SABA) empowers and BUILDs culturally and linguistically diverse boys to be strong, creative academic scholars, critical thinkers, and community leaders through a culturally responsive arts-based education.

POSITION TITLE:    Administrative Assistant, 12-month

FLSA:                       Non-Exempt

REPORTS TO:           Head of School

TERMS OF EMPLOYMENT: Twelve month employment with benefits as specified in the Classified Agreement.

MINIMUM TRAINING AND EXPERIENCE:

High School diploma or equivalent is required.  Previous administrative assistant level work preferred.

QUALIFICATIONS:

• High school diploma
• Experience working in a professional office setting.
• Strong computer skills, with proficiency in Microsoft Office (Word, Excel, PowerPoint, Publisher, and Outlook)
• Able to operate personal computer, laptop computer, peripheral computer equipment, photocopier, fax machine, and other office equipment with a high degree of skill.
• Use a 10-key calculator, with a high degree of accuracy.
• Highly motivated with strong organizational skills; able to coordinate multiple tasks at one time.
• Self-starter; able to work independently.
• Strong telephone and interpersonal communication skills.
• Ability to lift 40 lbs. to shoulder height occasionally.

PERFORMANCE RESPONSIBILITIES:

• Considerable knowledge of Federal, State and local laws and School System policies and procedures governing payroll administration. 
• Considerable knowledge of employee benefits programs. 
• Considerable knowledge of accounting and office practices, methods and procedures. 
• General knowledge of organization and operational policies and procedures. 
• Skill in preparing and maintaining payroll records, deductions and withholding reports through data processing means. 
• Ability to use a variety of common office machines, including a computer terminal, calculator and facsimile machine. 
• Ability to understand and apply laws, regulations and policies to the maintenance of financial records. 
• Ability to verify documents and forms for accuracy and completeness. 
• Ability to prepare standard payroll reports from the books and records. 
• Ability to communicate effectively orally and in writing. 
• Ability to understand and follow written and oral instructions. 
• Ability to explain payroll and related personnel matters to employees. 
• Ability to exercise independent judgment, discretion and confidentiality in handling confidential personnel records. 
• Ability to establish and maintain effective working relationships as necessitated by work assignments. 
• Additionally duties as assigned by the Head of School

ESSENTIAL JOB FUNCTIONS:

1. Answer phone, receive messages, and respond to inquiries by staff, parents, or patrons of the district.
2. File and sort paperwork.
3. Input data for recordkeeping in multiple software systems.
4. Produce brochures, handbooks, notebooks, flyers, and meeting agendas.
5. Type and/or draft letters of correspondence.
6. Maintain and order supplies; organize storage areas.
7. Process invoices, track expenses, and produce expense reports.
8. Schedule and organize meetings or events, including coordinate and set up needed supplies; take meeting minutes.
9. Type or prepare reports, compile data, and distribute information to parties both inside and outside of the district.

OTHER JOB FUNCTIONS:

1. Maintain confidentiality
2. Attend meetings and training as directed.
3. Present and communicate in a professional manner.
4. Work additional hours or overtime as directed.
5. Other duties as assigned by supervisor.

MINIMUM STANDARDS REQUIRED TO PERFORM RESPONSIBILITIES:

Physical Requirements: Must be physically able to operate a variety of automated office machines including computers, typewriters, calculators, printers, copiers, check stuffers, check sealers, microfiche machines, etc. Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. 

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things. 

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from supervisors. 

Language Ability: Requires the ability to read correspondence, reports, forms, turnaround documents, tax documents, payroll records, etc. Requires the ability to prepare correspondence, reports, checks, turnaround documents, tax reports, etc., using proper format. 

Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form. 

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English and government accounting terminology. 

Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; and to determine percentages and decimals. 

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. 

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. 

Manual Dexterity: Requires the ability to handle a variety of items, including office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. 

Color Discrimination: Does not require the ability to differentiate between colors and shades of color. 

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. 

Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.

DISCLAIMER:

The preceding job description was designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees to this job.