Dayton Area School Consortium
Position Type:
Secretarial/Clerical/Administrative Assistant
Date Posted:
2/24/2025
Location:
Dayton Public Schools
District:
Dayton Public Schools Position: Administrative Assistant
Reports To: Varies (Principal or Director)
Salary Schedule / Grade: Refer to appropriate bargaining unit contract
F.L.S.A Status: Non-exempt
SUMMARY
Under general supervision, perform a variety of specialized secretarial, administration, and clerical tasks to support the day-to-day operations of a school or department. Maintain clerical records, prepare correspondence, and create reports from such records. May be required to indirectly supervise other lower level clerical positions.
The Dayton Way
* Screen calls and mail, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team member.
* Maintain control records on incoming correspondence and action documents.
* Coordinate appointments and meetings for team members. Maintain schedules and calendars of events for the assigned administrator and the overall department.
* Respond to general inquiries from employees, other departments, the Ohio Department of Education, attorneys, vendors, and the general public. Provide /share the appropriate information as directed.
* Assist in the allocation and assignment of work to team members as directed by the assigned administrator. Follow up on work-in-progress to ensure timely response / action.
ESSENTIAL DUTIES AND RESPONSIBILITIES
(Incumbent performs a majority of the following duties)
Customer Service
* Support and assist in providing quality services to students, staff, administrators, board members and the community.
* Organize and complete office projects, such as the preparation and distribution of invitations and special mailings; the assembly of guides, manuals, and training materials; etc.
* Respond to inquiries from internal and external parties by phone, email, letter, and in-person for the purpose of providing information, facilitating communication among parties, and/or referring to others.
* Screen supervisor's phone calls and mail. Respond to questions and requests that can be appropriately handled at the clerical level.
* Coordinate a wide variety of programs and/or activities (e.g. classroom and site staff coverage, state testing, graduations and ceremonies, etc.) for the purpose of meeting program and/or activity requirements as assigned.
* Orient new site personnel / team members (e.g. substitutes, staff, volunteers, etc.) regarding school and district practices (e.g. keys, folders, directions, building procedures, etc.)
* Oversee the work of office staff, student assistants, volunteers, etc. to meet work demands when assigned.
Calendar and Meeting Coordination
* Coordinate appointments for supervisor and building / department staff.
* Maintain supervisor's and department calendar of activities.
* Prepare and distribute agendas for building / department meetings in collaboration with meeting participants.
* Take, transcribe, and distribute meeting minutes.
* Coordinate and make travel arrangements for department staff as needed.
* Track, prepare, and submit travel expenses and staff reimbursements for payment.
Files and Records
* Maintain a standardized filing system, filing processes, and record retention requirements for assigned records.
* Set confidentiality standards for department records according to federal, state, and local regulations and applicable district policy.
* Maintain records and data in computerized information systems.
* Create, distribute, and process forms to collect needed information.
* Update records and associated data as required.
* Secure records and maintain the confidentiality of all information according to district policy.
Correspondence
* Prepare and type correspondence and reports for direct supervisor and building / department staff.
* Create routine memos and letters from general instructions.
* Review outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.
Reports
* Compile data from various sources for completing assigned reports.
* Prepare statistical reports, forms, and newsletters using various software applications.
* Print, copy, and collate forms and reports as required.
* Coordinate the distribution of materials to appropriate recipients.
* Copy, collate, and bind reports, logs, agendas, and other documents for distribution.
Financial Support
* Prepare requisitions, vouchers, budget forms, financial statements and other financial data to support building / department operations.
* Maintain detailed records to support financial transactions.
* Verify and reconcile purchase orders, warehouse stock requisitions, payment requests, and/or other treasury-related activities.
* Investigate and resolve questions regarding financial transactions in collaboration with the assigned supervisor.
* Maintain and inventory of supplies and materials to ensure item availability as needed.
HR / Payroll Matters
* Maintain time and attendance records for the building / department.
* Process HR and payroll transactions for building / department staff as required.
* Maintain a log of planned absences for building / department staff.
CORE BEHAVIORS & COMPETENCIES
Job-specific
* Coping with Stress = capable of handling interruptions to respond to urgent issues
* IT Skills = ability to use Microsoft Office, internet applications, and other software effectively in support of department duties
* Maintaining Confidentiality = ability to properly recognize and restrict confidential data to appropriate receivers of information
* Analytical Thinking = think critically and solve problems in difficult situations; capable of handling interruptions effectively; appropriately organize and prioritize work to meet HR and payroll deadlines
* Data Accuracy = Strong attention to detail in an environment with significant amounts of repetition; error-free entry and reliable audits that minimize HR and payroll errors
* Organization Skills = ability to share information in meaningful ways; able to store records for quick, accurate retrieval
* Adaptability and Flexibility = willingness to change methods and approaches as appropriate
* Customer Service = Providing a positive experience to every individual you encounter. Remaining professional in all situations. Responding to all customers in a timely manner
QUALIFICATIONS
Verifications
* Must pass Federal and Ohio Bureau of Criminal Identification and Investigation background check in accordance with Ohio Administrative Code Section 3301-83-06
* Must be keyboard proficient
* Level II (2) computer skills in Microsoft Word
* Level II (2) computer skills in Microsoft Excel
* Level I (1) computer skills in Microsoft PowerPoint
Knowledge & Experience
* Five (5) years of related experience, or an equivalent combination of education and experience
* Skilled in the use of word processing, presentation, and spreadsheet software
* Demonstrated expertise working with internet applications and online tools
* Ability to operate, service, and maintain a variety of standard office equipment
PHYSICAL ATTRIBUTES/DEMANDS
* Ability to sit, walk, stand, bend, and reach / grab / handle objects
* Occasionally lift and/or move lightweight items up to 20 lbs.
* Ability to read and write to complete forms and reports
WORK ENVIRONMENT
* Regularly works in an office environment.
* Work may be subject to frequent interruptions
* Some assignments are subject to completion within strict timelines
Secretarial/Clerical/Administrative Assistant
Date Posted:
2/24/2025
Location:
Dayton Public Schools
District:
Dayton Public Schools Position: Administrative Assistant
Reports To: Varies (Principal or Director)
Salary Schedule / Grade: Refer to appropriate bargaining unit contract
F.L.S.A Status: Non-exempt
SUMMARY
Under general supervision, perform a variety of specialized secretarial, administration, and clerical tasks to support the day-to-day operations of a school or department. Maintain clerical records, prepare correspondence, and create reports from such records. May be required to indirectly supervise other lower level clerical positions.
The Dayton Way
* Screen calls and mail, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team member.
* Maintain control records on incoming correspondence and action documents.
* Coordinate appointments and meetings for team members. Maintain schedules and calendars of events for the assigned administrator and the overall department.
* Respond to general inquiries from employees, other departments, the Ohio Department of Education, attorneys, vendors, and the general public. Provide /share the appropriate information as directed.
* Assist in the allocation and assignment of work to team members as directed by the assigned administrator. Follow up on work-in-progress to ensure timely response / action.
ESSENTIAL DUTIES AND RESPONSIBILITIES
(Incumbent performs a majority of the following duties)
Customer Service
* Support and assist in providing quality services to students, staff, administrators, board members and the community.
* Organize and complete office projects, such as the preparation and distribution of invitations and special mailings; the assembly of guides, manuals, and training materials; etc.
* Respond to inquiries from internal and external parties by phone, email, letter, and in-person for the purpose of providing information, facilitating communication among parties, and/or referring to others.
* Screen supervisor's phone calls and mail. Respond to questions and requests that can be appropriately handled at the clerical level.
* Coordinate a wide variety of programs and/or activities (e.g. classroom and site staff coverage, state testing, graduations and ceremonies, etc.) for the purpose of meeting program and/or activity requirements as assigned.
* Orient new site personnel / team members (e.g. substitutes, staff, volunteers, etc.) regarding school and district practices (e.g. keys, folders, directions, building procedures, etc.)
* Oversee the work of office staff, student assistants, volunteers, etc. to meet work demands when assigned.
Calendar and Meeting Coordination
* Coordinate appointments for supervisor and building / department staff.
* Maintain supervisor's and department calendar of activities.
* Prepare and distribute agendas for building / department meetings in collaboration with meeting participants.
* Take, transcribe, and distribute meeting minutes.
* Coordinate and make travel arrangements for department staff as needed.
* Track, prepare, and submit travel expenses and staff reimbursements for payment.
Files and Records
* Maintain a standardized filing system, filing processes, and record retention requirements for assigned records.
* Set confidentiality standards for department records according to federal, state, and local regulations and applicable district policy.
* Maintain records and data in computerized information systems.
* Create, distribute, and process forms to collect needed information.
* Update records and associated data as required.
* Secure records and maintain the confidentiality of all information according to district policy.
Correspondence
* Prepare and type correspondence and reports for direct supervisor and building / department staff.
* Create routine memos and letters from general instructions.
* Review outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.
Reports
* Compile data from various sources for completing assigned reports.
* Prepare statistical reports, forms, and newsletters using various software applications.
* Print, copy, and collate forms and reports as required.
* Coordinate the distribution of materials to appropriate recipients.
* Copy, collate, and bind reports, logs, agendas, and other documents for distribution.
Financial Support
* Prepare requisitions, vouchers, budget forms, financial statements and other financial data to support building / department operations.
* Maintain detailed records to support financial transactions.
* Verify and reconcile purchase orders, warehouse stock requisitions, payment requests, and/or other treasury-related activities.
* Investigate and resolve questions regarding financial transactions in collaboration with the assigned supervisor.
* Maintain and inventory of supplies and materials to ensure item availability as needed.
HR / Payroll Matters
* Maintain time and attendance records for the building / department.
* Process HR and payroll transactions for building / department staff as required.
* Maintain a log of planned absences for building / department staff.
CORE BEHAVIORS & COMPETENCIES
Job-specific
* Coping with Stress = capable of handling interruptions to respond to urgent issues
* IT Skills = ability to use Microsoft Office, internet applications, and other software effectively in support of department duties
* Maintaining Confidentiality = ability to properly recognize and restrict confidential data to appropriate receivers of information
* Analytical Thinking = think critically and solve problems in difficult situations; capable of handling interruptions effectively; appropriately organize and prioritize work to meet HR and payroll deadlines
* Data Accuracy = Strong attention to detail in an environment with significant amounts of repetition; error-free entry and reliable audits that minimize HR and payroll errors
* Organization Skills = ability to share information in meaningful ways; able to store records for quick, accurate retrieval
* Adaptability and Flexibility = willingness to change methods and approaches as appropriate
* Customer Service = Providing a positive experience to every individual you encounter. Remaining professional in all situations. Responding to all customers in a timely manner
QUALIFICATIONS
Verifications
* Must pass Federal and Ohio Bureau of Criminal Identification and Investigation background check in accordance with Ohio Administrative Code Section 3301-83-06
* Must be keyboard proficient
* Level II (2) computer skills in Microsoft Word
* Level II (2) computer skills in Microsoft Excel
* Level I (1) computer skills in Microsoft PowerPoint
Knowledge & Experience
* Five (5) years of related experience, or an equivalent combination of education and experience
* Skilled in the use of word processing, presentation, and spreadsheet software
* Demonstrated expertise working with internet applications and online tools
* Ability to operate, service, and maintain a variety of standard office equipment
PHYSICAL ATTRIBUTES/DEMANDS
* Ability to sit, walk, stand, bend, and reach / grab / handle objects
* Occasionally lift and/or move lightweight items up to 20 lbs.
* Ability to read and write to complete forms and reports
WORK ENVIRONMENT
* Regularly works in an office environment.
* Work may be subject to frequent interruptions
* Some assignments are subject to completion within strict timelines