Job Description

Job Title: Secretary - Baker Early College Administrative Assistant- Portland Area

Category: Secretarial/Clerical

Baker Early College Administrative Assistant

Position Purpose

Under the direct supervision of the principal or other administrator, to provide clerical, secretarial and administrative assistance to school administrators, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions

Assist in planning and schuding school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, prom, graduation, etc.

Assist in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.

Prepare purchase orders for the purpose of submitting to the school's accounting/finance office.

Assists in maintaining invetories of supplies and materials for the purpose of ensuring items' availability.

Assists in mailing materials to students, families, and staff

Answers telephone calls, and provide information and assistance to callers.

Evaluates situations fot he purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

Registers new students, making sure forms are completed, obtaining transcripts and other documentaiton as needed, and entering data into computer system regarding enrollment and student records.

Responsds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements

Travel to and from meetings may be required.

Knowledge, Skills and Abilities

Ability to describe problems and work orally or in writing to supervisor as required.

Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Ability to carry out instructions furnished in written or oral form.

Ability to add, subtract, multiply and divide, and perorm arithmetic operations.

Ability to understand, apply and use personal computers and software applications (e.g. Word, Excel, Powerpoint, the Internet, electronic mail).

Ability to problem solve job-related issues.

Ability to work with a diverse group of individuals.

Ability to process paperwork accurately according to standardized procedures.

Ability to maintain confidentiality of information regarding students, employees and others.

Organizational and time management skills.

Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards

Works primarily from home, but in other locations as required.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.

Typical qualifications would be equivalent to:

Graduation from high school

Some shorthand or speed writing skills desirable

Successful experience with office management preferred.

FLSA Status: Non-exempt

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