Administrative Assistant

ADMINISTRATIVE ASSISTANT

REPORTS TO: Superintendent   

 

ESSENTIAL FUNCTIONS:

Serves as assistant/secretary to the superintendent.

Administer Infinite Campus and Achievement in Montana OPI (AIM) and school annual data collection.

Performs and organizes a wide variety of secretarial and clerical duties for administrative personnel, teachers, and support staff in an efficient manner.

Communicates with the public, employing discretion and independent judgment, directing individuals to the correct person and efficiently resolving their concerns.

Independently composes a variety of materials such as letters, memoranda, bulletins, requisitions, claims, reports, and spreadsheets from rough drafts or oral instructions.

Coordinates the process of purchasing, to include:  processing of requisitions, placing orders, receiving, and distribution of materials.

Maintains and coordinates multiple calendars/schedules to include: school administrator(s), master school calendar, school events, facility use, and district automobiles.

Maintains district web page, personnel files, employment openings, board meeting packets, mail, weekly e-newsletter, social media and other communications.

Administers and maintains district password logs for school e-accounts (webpage, OPI, robocall, recruitment sites, Infinite Campus, etc…)

Assists with giving public notice of meetings, employment openings, etc...

Maintains clock and bell schedules.

Only minimum duties are listed.  Other functions may be required as given or assigned.

DESIRED MINIMUM QUALIFICATIONS:

High school diploma (or equivalent) supplemented by or including courses in office organization or secretarial skills, or any combination of training and/or experience that provides the desired knowledge and abilities.

Can maintain a high degree of confidentiality of school (employee and student) matters.

Projects a positive, caring, confident personality.

Strong organizational and attention to detail skills.

Prior service demonstrating responsible office experience.

Work efficiently and with a service-oriented attitude under stressful situations, usually with constant interruption.

Change and adapt office procedures as required by the administrator and the District.

Understand and apply district policies and procedures, and state and federal laws.

Maintain cooperative working relationships with those contacted in the course of work.

Keyboard at a net corrected speed of 55 words per minute.

Can demonstrate basic math computational skills.

Can demonstrate proper spelling and grammar skills.

Evidence experience in using various computer programs, including but not limited to: Word, Excel, Google, and email.

Ability and willingness to learn and utilize specific school based programs, including but not limited to: Infinite Campus (IC), Black Mountain Software (BMS), Blackboard (web page), etc…

Ability to handle stressful situations.

Ability to effectively manage time and responsibilities.

Ability to efficiently establish and manage a professional office environment.

Enjoy working with children (K-12), staff, and the public.

EQUIPMENT USED:

A variety of electronic and technology devices, copier, telephone/voice mail, fax, 2-way radio, computer, printer, and postage meter.

WORK ENVIRONMENT:

While performing the duties of this job, the employee regularly works inside. The employee must be able to meet deadlines with severe time constraints.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is frequently required to sit; occasionally walk and stand; twist at neck and waist. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus. The employee is required to be able to hear conversations in quiet environments.

MENTAL/MOTOR DEMANDS:

While performing the duties of this job, the employee often performs routine work. The employee frequently exercises flexibility (ability to shift from one task to another). Guidance and reinforcement are usually available. The employee frequently works within time constraints and maintains attentiveness intensity. The employee is frequently involved in social interactions which require active listening and oral, and written communications.

The physical demands, work-environment characteristics, and mental/motor demands described within this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please include the following documents when applying. 

  1. Letter of Interest
  2. Résumé
  3. District Application (download--then fill out)
  4. Three References

CJI accepts electronic copies of all application material. 

Please submit a completed application and résumé to John Fauerbach at CJI’s Main School Office or email your application and résumé to adminassistant@cji.k12.mt.us.

School District #48-1J & #48-2J is an equal opportunity employer.