Title: Administrative Assistant

Reports to: Principal of Hoke County High School

Terms of Employment: Full Time, 12 months

FLSA Exempt/Non-Exempt: Exempt

 

 

Supervises:

• None

 

Qualifications:

• Associate’s Degree preferred
• Bilingual preferred
• Must possess fluent writing skills, interpersonal and oral communication skills, and organizational skills to prioritize tasks
• Must have the ability to multi-task projects, people, and events to perform the job effectively
• Must be able to maintain confidentiality
• Must be able to perform essential job functions without direct supervision
• Valid North Carolina driver’s license

 

Essential Job Functions:

• Assesses needs, orders, and maintains supplies, materials, and equipment inventories
• Maintains regular filing systems and searches files for specific information
• Prepares correspondence and reports as instructed
• Maintains a schedule of appointments, makes arrangements for conferences and schedules interviews
• Utilizes current technology to complete tasks
• Makes necessary arrangements for meetings including date, location, and time, contacts those who need to attend, and prepares all materials on matters to be discussed
• Accepts responsibility of office reports and office operations
• Assists in ensuring the school website provides the most current information available
• Assists in answering telephone system; provides information, records information and directs calls to appropriate person
• Makes travel arrangements for school employees as directed by the principal
• Oversees substitute teacher scheduling/assignments and subsequent documentation
• Answers phone calls in a pleasant, informed manner for the purpose of providing

information and creating a good image of the district

• Manages telephone message system (office hours, inclement weather and other recorded messages)
• Greets visitors to the school in a pleasant and informed manner
• Responds to inquiries for the purpose of referrals and directions as may be required
• Forwards requests for information and messages to the appropriate individuals
• Maintains office meeting calendar and schedules meetings held at school
• Maintains, sorts, and distributes mail for school
• Operates postage machine and orders postage when needed
• Performs other clerical tasks as assigned including word processing and creating
• databases, etc.
• Performs all other duties and responsibilities as assigned by supervisor

Physical Requirements:

 

The major physical and cognitive requirements listed below are applicable to the Administrative

Assistant to the Director of Maintenance and Assistant Superintendent of Operations job classification within Hoke County Schools.

 

Work in this classification is considered light physical work requiring the exertion of up to 20

pounds of force occasionally and a negligible amount of force frequently or constantly to move

objects.

 

Must be able to:

• Prepare, read and comprehend a variety of job related forms, reports, spreadsheets, maps, plans, records, documentation and correspondence
• Understand and conform to all rules of punctuation, grammar, diction and style
• Speak to individuals or groups of people with poise, voice control and confidence
• Respond adequately to inquiries or complaints
• Write using standard convention in all languages required by the job
• Apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions
• Apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form
• Communicate effectively and efficiently 
• Use/interpret job-related terminology, mathematical formulas and functions effectively and efficiently
• Deal with people beyond giving and receiving instructions
• Be sensitive to cultural differences among individuals and groups of persons
• Operate a motor vehicle
• Operate/use a variety of automated office machines and other office equipment to include communication machines/equipment/devices

 

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of the position. All employees may have other duties assigned at any time.