Admin Assistant School; Elem School

Lawrence Unified School District (KS) Quail Run Elementary

Administrative Assistant – Elementary School

USD 497

FTE: 1.0

Hours per Day: 8.0

Days per Year: 215

The job of Administrative Assistant - Elementary School is to provide secretarial and administrative support to the school site administration, communicate information to students, parents, staff, and/or other districts; ensure compliance with financial, legal, and administrative requirements; and support the broad array of services provided to students, parents, instructional and support employees.

• Analyzes and/or coordinates budget data as assigned for the purpose of resolving budget variances and evaluating compliance with district and state requirements.
• Collects fees and/or funds from student events (e.g. ticket sales, yearbooks, dances, fundraisers, free/reduced lunch program, student fee money, etc.) for the purpose of ensuring the accuracy and timely completion of transactions.
• Compiles data from a variety of sources for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates and schedules a variety of programs and/or activities for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Ensures accuracy of attendance records, including verification of forgeries and truancies for the purpose of complying with state laws governing attendance accounting.
• Evaluates situations (e.g. involving other staff, students, parents, the public, police, probation department, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolutions.
• Greets all incoming person(s) for the purpose of responding to inquiries, directing their request to the appropriate personnel and location and/or enforcing districts secure entry procedures.
• Maintains a variety of computerized and manual records, files, and databases (e.g. information packets, rosters/listings, calendars, clipping book, outstanding supply orders, etc.) for the purpose of documenting activities, providing reliable information and complying with district, state and federal requirements.
• Maintains office equipment, tools and work areas (e.g. cleaning, load supplies, clear paper jams, etc.) for the purpose of ensuring a safe working environment and the availability of items within a specific time frame.
• Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring availability of item(s).
• Maintains the school's Website for the purpose of providing up‑to‑date information to staff, students and public.
• Monitors assigned department/program activities (e.g. foundation donations, scholarship endowments, purchase orders, office machine operations, etc.) for the purpose of ensuring completion in compliance with established financial, legal and/or administrative requirements.
• Monitors placement of substitutes for the purpose of ensuring adequate temporary staff.
• Orients new site personnel regarding appropriate school and district practices (e.g. directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.
• Participates in meetings, workshops and seminars for the purpose of conveying and/or gathering information, developing knowledge required to perform job functions and meet district objectives.
• Performs record keeping and general clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of providing information and/or materials as needed.
• Prepares a wide variety of reports and written materials (e.g. correspondence, agendas, minutes, newsletters, Parent Handbooks, bulletins, programs, financial statements, annual reports, master calendar, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information in accordance with district, state, federal and/or administrative requirements.
• Processes a variety of financial information (e.g. incoming invoices, purchase orders/requisitions, refund requests, special payment requests, student fees, cash receipts, AR invoicing,…