Addison Trail High School

Building Assistant- Deans Secretary

Effective: August 03, 2026

Salary: Level II, Step 1 - $ 39,838.44

Title: DEANS SECRETARY

Reports To: Director of Deans

Duration: 10 Months

Salary: Level II, Step 1

Purpose Statement

The job of Deans Secretary is done for the purpose/s of providing clerical support to Dean's Department and assigned school site personnel; communicating information to staff, the public, and other districts; maintaining complete and accurate records; and providing information and/or direction as requested.

Essential Functions

• Compiles data from various sources for the purpose of preparing State, District and County reports and/or processing forms.
• Coordinates assigned projects and/or activities (e.g. meetings with Dean/Police Liaison, parents/guardians, bus assignments, student recognition events, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains manual and electronic (Power School) documents files and records (e.g. letters, forms, daily logs, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items' availability.
• Monitors students referred for disciplinary action for the purpose of ensuring student welfare and maintaining a secure office environment.
• Prepares standardized documents and reports (e.g. disciplinary hearing packets, attendance letters and lists; suspension letters and lists, permit parking, Identification Cards for students/staff, schedules, etc.) for the purpose of communicating information to other parties and/or agencies.
• Processes documents and materials (e.g. memos, incoming mail, all identification cards, parking permits, etc.) for the purpose of providing required information.
• Responds to questions from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of explaining school procedures and/or processes.

Other Functions

• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications 

The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; utilizing pertinent software applications including word-processing, spreadsheets and databases; walkie-talkie radio, and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific Knowledge based competencies required to satisfactorily perform the functions of the job include: office practices; business telephone etiquette; and Microsoft Office software applications including; Word, Excel, Power Point, Publisher.

ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific Ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; working as part of a team; and working with detailed information/data; accuracy and attention to detail; dealing with frequent interruptions.

Responsibility

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed in a generally hazard free environment.

Experience Job related experience is desired.

Education High school diploma or equivalent.

FLSA Status Non Exempt