Administrative Assistant to Director of Elementary Education

Administrative Assistant

Under the direct supervision of the Director of Elementary Education, to provide a wide variety of complex and confidential administrative and secretarial support to the Director; communicating information on behalf of Director to school district employees, families, other school districts, public agencies, etc., ensuring compliance of Director's office and Board activities with administrative requirements; and address a variety of issues and/or provide general support necessary to ensure efficient and effective school district operations.

Essential Functions:

• Composes routine and complex documents (e.g. executive summaries, correspondence, policies, agendas, minutes, newsletters, event programs, handbooks, bulletins, reports, job postings, etc.) for the purpose of communicating information to school and district personnel, students, parents, the public, and others.
• Prepares copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, Board members, parents, and the public regarding meetings, activities, events or other work-related matters.
• Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions and meet record-keeping obligations.
• Maintains the daily/weekly/monthly calendar of the Director to coordinate the scheduling of work-related appointments, activities, meetings, etc.
• Maintains documents, and records for the purpose of providing up-to-date reference, retrieval, and audit trail for the Director and for compliance.
• Assists visitors to the office, including students, parents, substitutes, teachers, maintenance workers and others.
• Process incoming mail for the purpose of sorting items in terms of importance and known priorities; send outgoing mail.
• Responds to inquiries (including telephone calls) from students, parents, employees, and the community providing information, facilitating communication among parties and/or providing direction.
• Maintain records, budget, and audit of spending for Elementary local and state grants.
• Maintain record, budget, and audit of spending for Elementary department and Director.
• Perform financial tasks such as spending, purchasing, and maintaining the department credit card.
• Assist the Elementary Curriculum Team with administrative tasks including spending, obtaining grants, purchasing, and event planning.
• Assists Director and other administrators in planning and executing professional development events as well as administrative meetings.
• Organize travel for the Director and others to professional development opportunities.
• Support elementary school principals and office staff as needed.
• Responsible for the completion of cyclical tasks inherent to the Department of Elementary Education.
• Understand local and state policies regarding education and assist the Director and team in remaining compliant.
• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the Director's office and school district operations.

Equipment:
Uses standard office equipment such as personal computer, copy machine, fax machine, desktop scanner, telephone.

Travel Requirements:
Limited travel to and from meetings may be required.

Knowledge, Skills, and Abilities:

• Ability to describe problems and work orally or in writing to the supervisor as needed.
• Ability to effectively communicate with staff, administrators, teachers, and the community through verbal and written means.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic computations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, Google Suite).
• Ability to problem-solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain the confidentiality of information regarding students, employees, and…