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Office Manager/Administrative Assistant- DCHS – Davie County Schools- Davie High

Office Manager/Administrative Assistant- DCHS – Davie County Schools- Davie High

Job Type:

Full Time

Location:

Mocksville

Posting End Date:

February 1, 2024
  • Email
pruittm@davie.k12.nc.us

        Beginning ASAP

        Pay Grade 62, 12 months

        DCHS Office Manager/Administrative Assistant

        General Statement of Job

        Under general supervision, performs a variety of clerical, managerial, and administrative duties that support the effective functioning of the school office and the school at large. Work includes providing direct support to an administrator or administrators, managing the office, and coordinating calendars, projects, and events. The administrative assistant is responsible for screening and routing materials according to content as well as handling a variety of inquiries in person, electronically, or by phone. In general, the administrative assistant is expected to resolve problems independently and use good judgment in determining which problems require the intervention of a school administrator. Reports to the principal.

        SPECIFIC DUTIES AND RESPONSIBILITIES

        ESSENTIAL JOB FUNCTIONS

        Administrative Support

        Assists the principal with general administrative functions
        Assumes scheduling, coordinating, and other clerical functions as needed
        Assimilates information from a variety of sources to compose letters, generate reports and provide information
        Coordinates logistics of hiring process as needed
        Assists with consistent administration of student dress code policy
        Screens calls/visitors; serves as first point of contact for issues or complaints, listening, problem-solving, and routing next steps
        Reports regularly to the principal regarding any developments or problems that require the attention or action of the principal

        Office Management

        Coordinates workflow of school office and communication
        Facilitates regular office meetings to continually improve effectiveness and efficiency of office operations
        Crosstrains to cover absences within school office, assist with tasks as needed, and help with training new office staff
        Obtains, gathers, organizes and maintains a variety of data and materials
        Assists callers and visitors by responding to complaints, inquiries, and requests for information
        Places and receives telephone calls; transcribes and delivers messages
        Prepares and processes correspondence, reports, forms, and other materials

        Coordination

        Maintains master school calendar; schedules appointments and calendars events
        Manages assigned special, recurring, or regular projects. Handles multiple projects simultaneously, exercising strong office management skills to facilitate timely completion.
        Plans and helps organize school functions including but not limited to open house, holiday events, curriculum night, graduation, and end-of-year events.
        Ensures communication of important information to staff, students, parents, and district administration. Prepares weekly schoolwide messages.

        Other duties as assigned

        KNOWLEDGE, SKILLS AND ABILITIES

        Thorough knowledge of the operations and activities of a high school
        Strong knowledge of applicable school and district policies and procedures to follow, along with the ability to reason and make judgements
        Exceptional customer service and professional demeanor with excellent communication skills, both written and oral, including the ability to use correct grammar, vocabulary, spelling, and punctuation
        Organization and administration skills
        Proven ability to build and maintain professional, effective working relationships; ability to exercise considerable tact and courtesy in frequent contact with the public
        Ability to adhere to strict confidentiality requirements
        Knowledge of modern office practices and procedures; ability to evaluate procedures and make recommendations for improvement
        Attention to detail, with ability to compile information, maintain complete and accurate records, and to develop reports, forms, and letters
        Ability to operate a computer, multi-line phone systems, and common office equipment; strong technology skills, including use of Microsoft Office Suite, Google Workspace, and/or other programs for word processing, data management, and communication

        MINIMUM TRAINING AND EXPERIENCE

        Associate’s Degree or higher from an accredited institution in secretarial science, business, or public relations preferred; high school diploma required, supplemented by 1-2 years experience in office support; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

        MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

        TO PERFORM ESSENTIAL JOB FUNCTIONS

        Physical Requirements: Must be able to use a variety of automated office equipment such as computers, copiers, calculators, etc. Must be able to exert up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Due to the amount of time spent standing and/or walking, physical requirements are consistent with those for Light Work.

        Conceptual Awareness: Requires the ability to observe, compare, and contrast various people, data, or items.

        Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from colleagues or supervisors.

        Language Ability: Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc. Requires the ability to prepare correspondence, simple reports, forms, etc. using prescribed format.

        Intelligence: Requires the ability to rationalize and solve problems with a variety of variables, aligned with policies, procedures, and professional expectations.

        Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

        Numerical Aptitude: Requires the ability to use mathematical operations and apply mathematical skills to solve work-related problems; including but not limited to adding, subtracting, and utilizing decimals and percentages.

        Motor Coordination & Dexterity: Requires the ability to coordinate hands and eyes rapidly and accurately. Requires the ability to handle a variety of office machines, etc. Must have minimal levels of eye/hand/foot coordination.

        Visual and Spatial Aptitude: Requires visual acuity to complete essential duties, including the ability to conceptualize visual representations, size, shape, and color.

        Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

        Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.

        DISCLAIMER

        The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.

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