Substitute Administrative Assistant (McKinney Vento)

GENERAL SUMMARY
Provides responsible secretarial and administrative support to the designee. Exercises independent judgment in performing activities such as scheduling activities, coordinating office functions, administering support for district programs, handling special projects and problems, etc. The role of the McKinney-Vento Homeless Education coordinator is to help identify and serve homeless and unaccompanied youth. The coordinator will be responsible for establishing relationships with the local community to increase awareness and identification of these students. This task will be accomplished through collaboration, training and material that will help the community better understand the needs of our homeless and unaccompanied youth. Reports to the assigned administrator.


ESSENTIAL FUNCTIONS

• Develops, analyzes and/or maintains various records, reports, graphs, charts, forms, spreadsheets and/or databases using a variety of automated software applications.
• Provides secretarial support by performing such duties as answering,
• screening and directing telephone calls; screening incoming mail; typing; developing and maintaining a central filing system; directing visitors; scheduling meetings; taking minutes, etc.
• Responds to complaints and inquiries of routine and non-routine nature, or refers them to appropriate persons and/or departments as needed.
• Provides responsible administrative support in such areas as compiling data, analyzing data, and preparing related statistical reports; compiles and maintains various record keeping systems including maintaining records of a confidential nature such as employee information, etc.
• Maintains or assists in maintaining accounting books for department; processes purchase orders and invoices; maintains accurate records of expenditures and balances; performs reconciliations, etc.
• Manages various complex and non-routine special projects as assigned.
• Orders, controls, and/or monitors departmental supplies and equipment.
• Assist with providing professional development to the school staff and members of the local community.
• Establish and maintain a regular channel of communication with district staff, school personnel and the local community to address questions and concerns of homeless students and their families (and other agency staff who serve them) in a timely manner.
• Build/support and partnership within the local community among human service agencies, faith-based organizations, related service providers, schools, and businesses to facilitate awareness and understanding of homeless issues, as well as coordination of services and supports to homeless students.
• Interacts with various business persons, district administrators and staff, students, parents, government officials and agencies, etc.
• Operates general office equipment such as a computer, printer, copier, calculator, facsimile machine, typewriter, telephone system, etc.
• Performs other related duties as required.

Knowledge:

• Advanced knowledge of Business English, spelling, punctuation, mathematical computation and possession of an excellent vocabulary. advanced knowledge of departmental policies, procedures, and operations.
• Advanced knowledge of the principles of office management and of modern office procedures, systems and equipment such as typewriters, calculators, word processors. Advanced knowledge of spreadsheet analysis, and database design/operations. Knowledge of the records and reports which must be prepared and maintained.
• Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software.
• Knowledge of bookkeeping and accounting practices. Knowledge in maintaining confidentiality of information of a sensitive and confidential nature. 

 
Skills/Effort:

• Ability to analyze varied and complex functions, processes and tasks for the preparation of varied and complex records and reports.
• Ability to maintain high standards of accuracy in exercising duties.
• Ability to anticipate work to be completed and initiate proper and acceptable direction for completion of work with little to no supervision and instruction.
• Ability to work independently on responsible and confidential assignments and complex administrative tasks.
• Ability to type clear copy at the minimum required rate.
• Demonstrates high level of skill in the use of general office equipment such as calculators, word processors, typewriters, computers, switchboards, etc.
• Ability to create electronic reports and presentations, use the internet efficiently, communicate electronically via e-mail, and manage electronic data and files in an organized manner.
• Be available to work a flexible schedule to accommodate the need of reaching members of the community after normal working hours.
• Communicate professionally, respectfully and accurately with the general public, school staff and administrators, homeless (families/children/youth) as well as unaccompanied youths.
• Have experience providing trainings and in public speaking.
• Understand the complex issues related to homelessness and the factors contributing to it.
• Know the educational rights of homeless students and best practices to support homeless families/children/youth as well as the services that community partners will provide.
• Ability to make arithmetical computation and tabulations with speed and accuracy.
• Excellent verbal communication, organization, time management and telephone skills.

 
 Working Conditions:

• Conducts duties in an office environment with no significant exposure to environmental conditions.
• Requires ability to work under a degree of stress related to duties that required constant attention, and meeting deadlines.
• Physical demands are restricted to office work requiring the lifting/moving of items weighing up to 25 pounds.