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Administrative Assistant- Part-Time 
 

Cartwright School District's motto is "We are Cartwright! We are Growing Together!"

JOB GOAL
Responsible for performing duties of a School Attendance Assistant

QUALIFICATIONS

• High School Diploma or General Equivalency Diploma (G.E.D.), and two years of specialized training and/or experience in the area of assignment, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.  An Associate's Degree is preferred.
• Valid IVP Fingerprint Card

PERFORMANCE RESPONSIBILITIES

• Maintains a variety of files and/or records, which may include: student folders, transfers, evaluations, immunizations, demographic information, attendance records, and other related student information; workorders, requisitions, purchase orders, state tax credit logs, fire drills, Title I students, professional development requests, and other related files and/or records.
• Prepares, verifies, codes, and/or processes a variety of information and/or paperwork, which may include: class lists, student withdrawals and transfers, record requests, graduate records, attendance records,timesheets, bank statements, purchase orders, student activity accounts, deposit slips, student slips, meal applications and other related information and/or paperwork; prepares related reports..
• Types a variety of materials, which may include: dictated psychological evaluations, notices, letters, awards, memorandums, student reminders, handouts, class lists, school calendars, forms, status reports, requisitions, booklets, service forms, event programs, and other related materials.
• Prepares routine office activities, which may include: making copies; filing; sorting, opening, and distributing mail; maintaining databases; faxing documents; maintaining and troubleshooting office equipment; and, performing other related activities.
• Answers telephones and greets students, staff, parents, and administrators to include directing calls, taking messages, answering questions, and providing information; expedites the resolution of concerns and/or complaints. Answers telephones and greets students, staff, parents, and administrators to include directing calls, taking messages, answering questions, and providing information; expedites the resolution of concerns and/or complaints.
• Maintains supplies inventory and places orders with the District's materials center and/or outside vendors.
• Compiles a variety of information and data and prepares related reports.
• Trains new office staff on policies, procedures, and practices.
• Assists in the destruction of records using established records retention guidelines.
• Assists in monitoring budgetary expenditures and account balances.
• Performs other duties of a similar nature or level.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:
Positions assigned to school site offices may be responsible for:

• Distributing classroom keys and familiarizing substitutes with the campus;
• Covering for the nurse by taking temperatures, administering medications
• Taking picture identifications of personnel, staff, and students;
• Reserving buses for field trips.

Positions assigned to food services may be responsible for:

•  Processing and verifying paperwork and deliveries to warehouses and schools to ensure product is delivered on time;
• Verifying invoices reflect correct products, brands, quantities, package sizes, package types, price, and tax information
• Meeting with brokers and/or vendors on new product offerings and bid inquiries;
• Maintaining meal program eligibility records and files.

Positions assigned to the library may be responsible for:

• Assisting students in locating and utilizing library materials;
• Checking books in and out;
• Preparing overdue book notices;
• Maintaining book inventory;
• Processing new materials;
• Maintaining audio visual equipment and keeping related records;
• Ordering library books and related equipment and materials.

Positions assigned to educational services may be responsible for:

• Ordering, storing, and inventorying curriculum materials;
• Delivering, picking up, and storing mandated tests;
• Investigating discrepancies, backorders, and problems with material orders;
• Distributing books to school sites upon request.

Positions assigned to the materials center may be responsible for:

• Preparing materials for return shipment and maintaining related records;
• Notifying vendors of shipping discrepancies;
• Assisting in maintaining warehouse inventory information and records;
• Verifying orders for completeness and quality upon receipt.

Positions assigned to transportation may be responsible for:

• Assisting with new driver certifications;
• Calculating mileage for Head Start billings;
• Assigning drivers for field trips;
• Scheduling physicals and drug screenings.

Position assigned to Special Services

• Maintaining files on students;
• Scoring achievement tests;
• Verifying required documentation is in student files and database;
• Preparing and submitting legally required reports;
• Typing, transcribing, editing, printing, and reviewing psychologist evaluations.

Positions assigned to bilingual assistance may be responsible for:

• Translating English and Spanish for teachers, parents, staff, and administrators, both verbally and in writing. 

Positions assigned to the nurse's office may be responsible for:

• Assisting with tracking and dispensing medications;
• Preparing attendance reports and truancy letters;
• Administering first aid;
• Taking temperatures;
• Filling student medical records
• Assisting in screening students
• Verifying immunizations

KNOWLEDGE AND SKILLS:

• Knowledge of applicable Federal, state, county and city statutes, rules, regulations, policies and procedures.
• Knowledge of applicable Cartwright School District and departmental policies and procedures.
• General office procedures;
• Customer service principles;
• Recordkeeping practices and procedures;
• Filing techniques and practices;
• Modern office equipment;
• District policies and procedures and State requirements;
• Basic accounting procedures to monitor and track budgets and to calculate payroll;
• General practices and procedures in area of assignment;
• Grammar, punctuation, and spelling;
• Basic mathematical principles and concepts
• Using a computer and related software applications;
• Operating modern office equipment;
• Providing customer service;
• Maintaining records;
• Filing;
• Typing;
• Composing, editing, proofreading, and formatting letters, correspondence, reports, and other written materials;
• Prioritizing work;
• Tracking budgetary expenditures;
• Processing information and paperwork;
• Reading and interpreting policies and procedures;
• Organizing information;
• Using basic mathematics to include addition, subtraction, multiplication, and division;
• Gathering and organizing information;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

PHYSICAL REQUIREMENTS:

• Positions in this class typically require: stooping, reaching, pulling, lifting, talking, hearing, seeing, and repetitive motions.
• Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
• Incumbents may be subjected to blood and other body fluids.

TERMS OF EMPLOYMENT
REPORTS TO: Site Administrator
LOCATION: Districtwide
SUPERVISES: NA
CALENDAR: 10 Month 
JOB CATEGORY: Classified
BEGINNING SALARY: ESP Salary Schedule A 
BENEFITS: As approved by the Governing Board
FLSA STATUS: Non-Exempt
DEADLINE FOR APPLICATION: Until filled