Job Description:

Position Title: Administrative Assistant

Location: Meadowlark Elementary

Department: Administrative Assistants

Reports To: Building-level Principal

Term: Ongoing 9-month position following academic year

Schedule: Mon-Fri Full-time. Tentative 7:00-3:00pm CST

Date of last review: March 2024

SUMMARY: The Administrative Assistant provides administrative support for the school administration, learners, educators, parents, and the wider district community by implementing building-wide systems and district procedures and policies.

QUALIFICATION REQUIREMENTS:  To perform this job successfully, an individual must be able to perform each essential duty and requirement satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (Other duties may be assigned)

Collaboration:

Assists visitors to the office including learners, parents, substitute teachers, and paraprofessionals.

Develops positive working relationships with school administration, learners, educators, and the wider district community.

Assists in planning and scheduling school events and activities.

Responds to inquiries from learners, parents, employees and provides information, facilitates communication, and provides direction.

Communication:

Prepares, copies, and distributes notices and/or memoranda or other correspondences for the purpose of informing school employees regarding activities, events, or other work-related matters.

Actively engages in conversation with working partnerships to ensure the office operates in an efficient and effective manner.

Acts as a liaison for school administration and other school partners to provide insight and education on school administration-related topics.

Prepare, copy and distribute notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters. 

Compassion:

Understands the complexities of cultural and global issues and how they relate to employee and learners’ experiences.

Creativity:

Connects with team members and shares ideas in an effort to improve the overall learner and employee experience.

Critical Thinking:

Excels in implementing creative solutions focused on process improvement.

Excels in prioritization and planning in order to ensure tasks and responsibilities are completed in a timely, efficient manner.

Reflection:

Maintains communication with supervisor and director regarding general feedback, career advancement opportunities, and areas of growth opportunities.

Resilience:

Maintains composure while dealing with stressful situations.

Proactively seeks out resolutions and takes initiative to resolve knowledge gaps.

Responsibility:

Completes assigned office tasks and proactively seeks out additional responsibilities.

Operates in an organized manner and instills processes to expand organizational skills to other colleagues.

Assists in maintaining documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.

Prepares purchase orders for the purpose of submitting to the school district’s accounting/finance office.

Assists in maintaining inventory of supplies and materials.

Answers telephone calls and provides information and assistance to callers.

Distributes incoming mail appropriately and sends outgoing mail.

Registers new learners, ensures forms are complete, obtains transcripts and other documentation as needed, and enters data into computer system regarding enrollment and student records.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential duties and responsibilities of this role, the employee is regularly required to reach with hands and arms.

While performing the essential duties and responsibilities of this role, the employee is regularly required to stand, walk, bend, talk, and hear.

The specific vision abilities required for this role include close and peripheral vision.

The employee may be required to lift up to ~30 pounds. 

The employee must work with the public and various WFPS staff while simultaneously managing several competing demands.

The employee will work in an environment that has a quiet to loud noise level.

Education and/or Experience:

High School Diploma or General Education Degree (GED).

Minimum of two years of office administrative experience is preferred.

Associate’s Degree in office administration or closely related field is preferred.

Experience working in an elementary school setting is preferred.

Experience working in a school setting is preferred.

Excellent computation skills.

Language Skills:

Ability to read, write, and comprehend simple instructions and short correspondences in the English language.

Ability to communicate effectively verbally, expressively, and reactively.

Other Skills and Abilities:

Exercise confidentiality, discretion, and good judgement.

Adhere to the assigned work schedule by maintaining regular and punctual attendance.

SUPERVISORY RESPONSIBILITIES:

None.

Salary: Position follows the 2023-2024 Classified Salary Schedule