Office Secretary at American International School of Johannesburg

Position Overview

• Provide general administrative assistance support to the Pretoria Principal office and the reception area, faculty, and the entire AISJ Pretoria Community.

QUALIFICATIONS:

• Secretarial Diploma or any Admin qualification
• Minimum of 3 years of secretarial experience, preferably in a school
• Skills using Microsoft Word 7, Excel, PowerPoint the Google Suite and other programs
• Experience using a school database like PowerSchool
• Executive Secretarial Diploma will be advantageous
• Executive experience will also be advantageous
• Experience working in a school preferred

COMPETENCIES:

The strong candidate will have:

• Strong interpersonal and communication skills
• Strong organizational skills
• The ability to work collaboratively
• The ability to independently identify and initiate tasks that need to be done.
• An understanding of the need to maintain confidentiality and act with integrity
• The ability to collaborate with and motivate others
• Excellent problem-solving skills and a flexible, growth-oriented mindset
• Excellent typing and computer skills
• The ability to multi-task
• ·The ability to plan and implement projects independently and with attention to detail
• The ability to Identify and prioritize critical activities and manage a work schedule that leads to the completion of tasks in a timely manner

PRIMARY RESPONSIBILITIES:

• Perform all private/confidential secretarial filing and reception work for the Pretoria School Office
• Answer questions from and act as a liaison between the Pretoria Principal, Counselor, and other employees, students and parents
• Compose routine correspondence
• Input information into and monitor the PowerSchool database, including student schedules, teacher schedules, and attendance
• Work with the facilities department to compile and oversee maintenance requests and work orders
• Handle general office email
• Communicate and relay information clearly and concisely, both orally and in writing, to the Pretoria Principal, and other staff members
• Generate all official school records
• Follow up to ensure that all agreed actions from meetings are completed
• Establish and maintain effective working relationships with all AISJ employees and contribute to a general team well-being
• Research, compile and prepare administrative and clerical reports, presentations and documents using MS Word, PowerPoint and / or Excel and the Google Suite
• Assist with organizing various school functions and events
• Support the preparation, correlation, and monitoring of requisitions and signatures for procurement and purchases
• Independently plan and manage maintenance and report preparation
• Adjust work schedule assignments to meet changing work priorities
• Assist in all emergency drills or actual events
• Complete other duties as assigned by the Pretoria Principal and Counselor
• Maintain accurate records of AISJ employee attendance
• Coordinate Pretoria events such as Parent-Student-Teacher conferences and Open House