Administrative Associate/Building Secretary - Sun Prairie Area School District

Support Staff - Admin. Associate (clerical)/Lead Administrative Associate

11/13/2024

Royal Oaks Elementary

The purpose of this position is to perform advanced secretarial assignments in support of the on-going operations of the school and related programs and enhance the administrators' effectiveness by providing information management support and representing the administration to others and functioning as a management assistant. Ensure student success by facilitating the effective operation of the school environment/related programs by supporting building/program personnel. At this level the employee has increased responsibility in such areas as interpreting policies and procedures, interpreting the supervisor's point of view, serving as a liaison to staff and administrators, researching and preparing materials for management decisions, and participating in other management assistant activities as requested. Typically this position is occupied by the Head Principal Admin Associate in a building.

Note: Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

1. Composes and types letter, memoranda, reports (district, state and federal), minutes of meetings, newsletters, calendars, agendas, handbooks, technical materials, numerical data, charts, and forms with some latitude as to content.
2. Receives and screens visitors and telephone calls, takes messages, schedules appointments, manages calendars, facilitates building tours, and provides information to callers based on school/department/related programs operations and the interpretation and application of policies and procedures screening those items that can be handled personally, or forward the others to supervisor and other staff.
3. Makes scheduling commitments for administrator for meetings and conferences and assembles necessary materials, makes travel arrangements if needed.
4. Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
5. Establishes and maintains office files, logs, student and school records, progress reports/report cards, transcripts, or other workflow information and provides recommendations for improving efficiency and economy of operations.
6. Sorts, opens, and distributes incoming mail for staff, associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports screening those items that can be handled personally, and forwarding the rest to supervisor and staff.
7. Monitors and records student attendance making safe arrival calls as needed.
8. Monitors and completes student enrollment in the school, completes enrollment reports and ensures students are assigned to classes and schedules.
9. Coordinates and assist with preparation of the master schedule.
10. Facilitates substitute services by working with building staff and the substitute coordinator regarding substitute teacher requirements, signs substitute teachers in and out; directs substitute teachers to the proper classroom; facilitates sub coverage for any unfilled requests including emergency absences and short term absences; and monitors staff absences.
11. Data management including gathering, entry, retrieval, updates, verification, and deletion from electronic and paper records including student files.
12. Creates, maintains, and updates the school website.
13. Provide basic first aid to students and staff; distribute medications; respond to codes as required; contact parents of sick or injured students; maintain injury logs, complete injury reports and participate in appropriate training sessions, such as blood borne pathogens, medication administrations, CPR, first aid, etc.
14. Serves as liaison between supervisor and staff by transmitting information, keeps informed of office details and advises supervisor(s) of any concerns.
15. Assists in the preparation of budgets, financial reports; prepares and monitors any financial records, purchase orders, invoices, check preps; basic accounting for school accounts; process student fees and payments.
16. Determines needs and orders office supplies, equipment, and makes contacts for any needed repairs.
17. Operates standard office equipment.
18. Coordinates school volunteers ensuring completion of background checks.
19. Coordinate preparations for student activities, student and family events, and other school projects including organizing and facilitating registration.
20. Coordinate student transportation and make transportation reservations and other preparations for field trips.
21. Works with facility use scheduling, parking permits, and student work permits as required.
22. Supervises students that may be in their assigned area and assists in student behavior interventions as requested.
23. Prepare student/parent handbook, student directory, newsletters, and other documents for multiple audiences.
24. Facilitates building security including identification checks for visitors, FOBS, keys, crisis plans and implementation of crisis response, and monitors cameras.
25. Assists with test organization for federal, state and district level assessments as requested and assists with ensuring adequate trained proctors are available.
26. Maintains confidentiality of documents and information received for staff and students.
27. Provides backup to other office staff and provides training to other staff and parents as requested.
28. Acts as liaison to community partners.
29. Participates in building committees and workgroups as requested.
30. Monitors environmental factors and reacts as required.
31. Other activities as assigned

High school graduate with three to five years secretarial experience in a fast paced office environment, or any combination of education and experience that provides equivalent knowledge, skills, and abilities. Must possess a valid driver's license.

• Ability to operate a variety of office equipment including computer, typewriter, photocopier, calculator, fax machine, telephone switchboard, etc.
• Must demonstrate proficiency through Skill Check testing (typing speed and accuracy, grammar, proof-reading and MS Office word processing)
• Must have current physical on file with the District Office certifying applicant is able to meet all job qualifications.
• Ability to lift and/or move up to 30 pounds.
• While performing the duties of this job, the employee is regularly required to sit and talk or hear and occasionally required to stand; walk; and reach with hands and arms.
• Specific vision abilities required by this job include close vision and distance vision.

• Ability to add, subtract, multiply, divide and calculate decimals and percentages
• Skilled in working with spreadsheet application and formulas.

• Ability to comprehend and interpret a variety of documents including student records, confidential files, health cards, reimbursable absence forms, enrollment forms, computer manuals, student/parent handbook, etc.
• Ability to prepare a variety of documents including class lists, student and ethnic counts, first aid log, attendance records, hot lunch reports, cook counts, enrollment reports, telephone log, etc. using prescribed format and conforming to all rules of punctuation, grammar, diction and style
• Ability to provide excellent customer service to a variety of audiences while responding to requests for information, explain procedures and follow instructions
• Ability to communicate effectively with teachers, students, parents, administrators, sales representatives, delivery persons, police officers, School Board members, nurses, the general public, and others verbally and in writing.
• Ability to work independently and with interruptions in an organized manner and prioritize tasks to ensure completion of all job responsibilities within designated deadlines.
• Ability to maintain confidentiality and problem solve.
• Works cooperatively in a team environment and can manage and delegate as needed.
• Knowledgeable of all district, federal and state policies and procedures as required.

• Ability to work effectively in an office environment.
• Occasional exposure to bodily fluids.
• Occasionally required to work outside of normal school hours as needed for special events.

The Sun Prairie Area School District is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the School District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Shall complete a physical examination as required by Wisconsin Statute 118.25.

Attachment(s):

• 2024-25 YEAR ROUND CALENDAR.pdf