Administrative Procedure 420

AP 420.1 - Role of the Administrative Assistant

Background

The Administrative Assistant is an integral member of the administrative support team and will work under the direct supervision of the principal.  The Administrative Assistant’s specific responsibilities will be identified by the Principal using this role description as a guide.

Procedures

The Administrative Assistant is directly responsible and accountable to the Principal.

 A.   Fostering Effective Relationships

  1. The administrative assistant communicates effectively to ensure strong relationships with all stakeholders by:
    1. Ensuring a professional and welcoming office environment;
    2. Communicating effectively and keeping the principal informed;
    3. Communicating to the principal if he/she is unable to perform his/her duties.

 B.   Supporting School Operations

  1. Assists the principal in the organization and management of the human,      physical and financial resources of the school.
    Provides administrative support by:
    1. Ensuring accuracy of all documents, spreadsheets and letters;
    2. Assisting in the maintenance of student records;
    3. Maintaining the student  information system (attendance, timetables, report cards, etc.);
    4. Faxing, photocopying, answering of phones, filing, and creating general correspondence;
    5. Maintaining school accounts/textbook rentals and providing reports as  required;
    6. Assisting with school budget where required;
    7. Assisting with the organization of activities;
    8. nsuring distribution of incoming school mail and processing of outgoing mail;
    9. Verifying and documenting receipt of supplies and equipment;
    10. Ordering general office and instructional supplies as needed;
    11. Maintaining currency in technology;
    12. Performing other duties as assigned by the principal.

C.   Supporting Learning Community

  1. Supports the school authority’s policies and processes as they align with provincial legislation and regulations by:
    1. Updating information to Alberta Education (Extranet, Edulink, School Logic, PASI);
    2. Ensuring financial data management with corresponding software, data entry, collecting fees, deposits, writing cheques, etc.
  2. Supports the decisions made by the principal in an ethical framework by:
    1. Conducting oneself in a professional and ethical manner;
    2. Demonstrating punctuality and appropriate dress for a school setting;
    3. Working within the policies and procedures of the school and the Division;
    4. Maintaining confidentiality at all times;.
    5. Respecting the dignity and rights of students and staff members;
    6. Providing accurate administrative information to stakeholders as directed by the principal.

 D.          Understanding and Responding to the Larger Societal Context

  1. The administrative assistant’s values and attitudes toward his/her role serve to support the principal by:
    1. Demonstrating a positive attitude towards all stakeholders;
    2. Building positive relationships with all stakeholders;
    3. Working independently, organizing and using time effectively;
    4. Working cooperatively with others;
    5. Demonstrating the ability to be flexible;
    6. Continuing to improve his/her effectiveness, expertise and job related skills.

References

Sections 60, 61, 96, 113, 116, 117 School Act
Employment Standards Code
Freedom of Information and Protection of Privacy Act
Labour Relations Act
Occupational Health and Safety Act
AP 430 - Non-Certificated Staff
AP 431 - Non-Certificated Staff Growth, Supervision and Evaluation