Adopted:          01/18/82                                                                                                                                                                                                             

Revised:           01/28/85,

Revised:          01/20/92, 12/19/94, 12/21/09

231.1

School District of Prairie Farm

Administrative Assistant/Executive Secretary

Position Description

School District of Prairie Farm

Job Title	Administrative Assistant, Executive Secretary
Qualifications	Education:  Prefer associate’s degree in business or an educationally related field, but proven experience in office-related work will suffice.   General Requirements: Experience in word processing. Possess good oral and written communication skills. Technological literacy to include: advanced spreadsheet, power point, word and e-mail. Ability to use School District software management program, Specialized Data Systems (SDS). Operate various office machines.   Additional Requirements: Must pass physical examination. Must be able to meet the physical requirements of the job including the ability to stand, lift, and have the dexterity for job functions with reasonable accommodations. Must pass criminal background check. Must comply with Board of Education policies. Must be able to handle multiple tasks at one time. Must comply with tobacco free and drug free workplace.
Reports to:	District Administrator
Position	This position is planned for 50% time, 12 months. However, the workload may require additional hours during a given period of time. The additional time must be approved by the District Administrator. An individual work agreement will be issued specifying details of this position, including benefits.
Primary goal of  the Executive Secretary	This position requires an individual who is a self-starter who can problem solve when necessary. The individual appointed to this position will be one who is eager to learn and work in an educational environment.
General Responsibilities   The responsibilities of this position are listed in the following manner:   Daily or as needed: Tasks that need to be accomplished when due or when appropriate.   Weekly: Tasks that must be accomplished on a routine basis every-other-week.   Monthly: Monthly tasks that must be accomplished, such as accounts payable. The Bookkeeper is responsible for accounts payable but there will be times the Executive Secretary and Book Keeper collaborate in getting the accounts payable completed.      Annually/Semi annually: Yearly activities that need oversight include the audit, and board elections.
Daily or as needed	Prepare necessary free and reduced lunch forms as required for District Administrator’s signature and follow up on economic status for automatic entry. Prepare General Accounts Deposit Process purchase orders from staff. Process District Administrator correspondence. Sort and route mail. Screen District Administrator mail as appropriate. Receipt activity account and issue checks as requested. Receipt athletic cash box and season pass monies. Receipt vending machine money. Answer telephones, transfer calls and take messages. Be familiar with office procedures. Issue work permits. ISES and WSLS Specialized Data Systems understanding. Secure all disbursements with purchase order or other authorized voucher having appropriate signatures.
As Needed	Assist in preparing workers schedules for home games. Prepare rosters for games. Prepare cash boxes. Create staff telephone and address list. Create emergency call list. Update job postings and receipt of applications. Utilize District Web Page for posting information.
Monthly	Process monthly lunch report-submit monthly lunch claim. Process District purchase orders. Generate Accounts Payable (work with Bookkeeper). Prepare school board agendas. Post agendas in board approved locations. Take school board minutes. Prepare District newsletter for the Hay River Review Reconcile Activity Account
Annually         Annually, cont.	State Performance report (indicate steps). 3rd Friday ISES Year End ISES Child Count ISES Discipline ISES Record Editing Prepare bids Community Education calendar Open enrollment-meet all deadlines. Process yearly lunch verifications. Special Education estimations Course offerings Fall staff report. Course offering report. Assist District Administrator and Bookkeeper in Annual meeting report. Conduct third and second Friday count. Complete necessary DPI form and submit form to DPI. Prepare teacher contracts (working with District Bookkeeper). Prepare activity and summer school contracts. Coordinate the sale of season passes to athletic events. Maintain season pass holder list. Issue complimentary season and senior citizen passes.  Prepare school calendar. Process school correspondence to staff from administration. With District Administrator, organize the School Board Election Process. Notify incumbents and potential candidates of election procedures. Notify town, village, and county clerks of election. Work with county election officials in ballot preparation, both electronic and paper. Set up Board of canvassers. Use WASB election guidelines. Process other DPI reports as required.
Additional Expectations	Maintain a high degree of confidentiality. Work cooperatively with others. Complete responsibilities in an organized and efficient manner. Resolve work-related difficulties in the school setting and in an appropriate and positive manner. Assist others with special tasks when the need arises. Maintain good working relationships with staff and students. Be flexible to schedule changes and adaptable to the needs of students and staff. Care about children and be a positive role model in children’s lives. Understand and work within all of the policies of the School District of Prairie Farm.

LEGAL REF.: Section 121.02(1)(a) & (q) Wisconsin Statutes

PI 3, Wisconsin Administrative Code

PI 8.01(2)(a) & (q)

CROSS REF.: Prairie Farm Certified Staff Contract

531 Professional Staff Positions 

533 Professional Staff Recruiting/Hiring