Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Summary

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to callers.

Duties

• Work Week: Monday through Friday. Average 4 hours per day with a maximum of 20 hours per week unless preapproved by the Head of School.
• Prepare and mail all forms to Department of Social Services for our religious exemption. Forms are on their website. Schedule Sanitation Inspection with health department (required for religious exemption). 
• Order Stanford Tests through Abeka Testing.
• Once the Head of School/Board approves the upcoming year’s calendar, prepare calendar, print it for parents and staff. Email pdf version to Head of School to be posted on website.
• Once the Head of School/Board approves any updates to registration forms, prepare revised forms, print them for parents. Email pdf version to Head of School to be posted on website.
• Once the Head of School/Board approves any updates to fees/tuition sheet, prepare revised sheet, print for parents. Email pdf version to Head of School to be posted on website.
• Work with the Head of School to prepare budget for upcoming school year and submit to board for approval.
• Schedule fire inspection with county (needed for religious exemption renewal).
• Prepare Stanford Tests for mailing back to Abeka to be graded.
• Once the Head of School/Board approves any updates to the Student Handbook, prepare revised handbook, print for parents. Email pdf version to Head of School to be posted on website.
• Distribute Stanford Tests to families (mail them if results received after school gets out) with a letter explaining results. Distribute results to the teachers.
• Prepare book order for the majority of the books needed from Abeka (done on-line) and submit to Head of School for approval. Place order before June 30 to receive discount and delayed payment option. Order is based on enrollment or anticipated enrollment.
• Once the Head of School/Board approves any updates to the Staff Handbook, prepare revised handbook, print and distribute to the staff along with Staff Agreements.
• Send letter to enrolled families reminding them of first day of school, back to school night and any forms or fees that are still due.
• Prepare and distribute class roster (to staff) and student directory (to families and staff), and staff directory (to staff only).
• Distribute health forms to staff (required for Religious Exemption Renewal in January).
• Prepare and distribute school wide newsletter.
• Before and extended care billing. Prepare bills based on sign out sheets and send to parents.
• Submit all invoices to Head of School for review and approval.
• Turn off office lights and air conditioner at the end of each day.
• Order lunches based on weekly schedule.
• Maintain all financial documents and other important/confidential documents in a locked cabinet.
• Submit all applications to the Head of School for approval.
• Tuition payment terms must be approved by the Head of School.
• Schedule meetings between new parents and the Head of school.
• Verify all orders of books, materials, etc. within 2 days of receipt to ensure order accuracy and delivery to the appropriate person.
• Email pictures, forms, and information to Head of School to be posted on the website.
• Update outgoing message on school answering machine.
• Send out reminders and information via our Google email group (about once per week, but can be more or less often depending on the situation).
• Maintain student files in a locked cabinet.
• Order background checks with Department of Social Services and VA State Police
• Ensure that we have: W-4s (Federal and State), fingerprint verifications, and I-9s for new employees.
• Update balances due on FACTS accounts (the families have to set up their own account)
• Other tasks assigned by Head of School or Board.

Requirements

• Operate computers or computerized equipment.
• Enter information into databases or software programs.
• Select resources needed to accomplish tasks.
• Record personnel information.
• Operate office equipment.
• Report maintenance or equipment problems to appropriate personnel.
• Record information from meetings or other formal proceedings.
• Issue documentation or identification to customers or employees.
• Distribute materials to employees or customers.
• Execute sales or other financial transactions.
• Execute sales or other financial transactions.
• Collect deposits, payments or fees.
• Coordinate operational activities.
• Develop computer or online applications.
• Train personnel.
• Prepare informational or reference materials.
• Answer telephones to direct calls or provide information.
• Discuss account status or activity with customers or patrons.
• Refer customers to appropriate personnel.
• Greet customers, patrons, or visitors.
• Route mail to correct destinations.
• Distribute incoming mail.
• Prepare documentation for contracts, transactions, or regulatory compliance.
• Operate office equipment.
• Proofread documents, records, or other files to ensure accuracy.
• Maintain current knowledge related to work activities.
• Schedule appointments.
• Schedule appointments.
• Manage clerical or administrative activities.
• Send information, materials or documentation.
• Distribute materials to employees or customers.
• Order materials, supplies, or equipment.
• Search files, databases or reference materials to obtain needed information.
• Order materials, supplies, or equipment.
• Execute sales or other financial transactions.
• Send information, materials or documentation.
• Develop organizational policies or programs.
• Prepare employee work schedules.
• Schedule operational activities.
• Make travel, accommodations, or entertainment arrangements for others.
• Operate communications equipment or systems.
• Supervise clerical or administrative personnel.

Nice To Haves

• Adobe Systems Adobe Acrobat
• Adobe Systems Adobe Illustrator
• Adobe Systems Adobe InDesign
• Adobe Systems Adobe Photoshop
• Data entry software
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Project
• Microsoft Publisher
• Desktop computers
• Desktop publishing software
• Digital cameras
• Filing system software
• Laptop computers
• Microsoft Office
• Microsoft Word
• Mobile phones
• Mozilla Firefox
• Photocopiers
• Photocopying equipment
• Presentation software
• Scanners
• Spreadsheet software
• Web conferencing software