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Education Administration Office Administrator/ Coordinator Clerical Administrative Management

School Administrative Assistant

Job in Phoenix, Maricopa County, Arizona, 85003, USA
Listing for: Young World Physical Education
Full Time position
Listed on 2026-06-27
Job specializations:
  • Administrative/Clerical
    Education Administration, Office Administrator/ Coordinator, Clerical, Administrative Management
Salary/Wage Range or Industry Benchmark: 20664 - 27552 USD Yearly USD 20664.00 27552.00 YEAR
Job Description & How to Apply Below
Position: Accepting Applications: School Administrative Assistant

Accepting Applications:
School Administrative Assistant

Starting Date: Immediately

Position Overview

The position of the Administrative Assistant is to perform a high level of secretarial skills and functions using independent judgment under light supervision or direction. This role requires in-depth knowledge of school site operations, administrative procedures, and district policies, programs, and organizational structures. The assistant performs confidential secretarial and clerical responsibilities necessary for efficient and effective operations by overseeing and coordinating front office workflow, and may direct and coordinate the work of others.

Essential

Duties and

Job Responsibilities
  • Greet visitors to the school campus, answer inquiries and provide direction to the appropriate source of information.
  • Prepare and process official school correspondence for the School Principal, including word processing from rough or final draft form.
  • Maintain a file of records of school staff employees, including time sheets, that are collected, authorized, and forwarded to payroll in a timely manner.
  • Prepare requests for Personnel Action Forms (PARs) reflecting any request or change in employment or benefit status.
  • Record and forward reports of staff absences and requests for substitutes.
  • Assist in the preparation for the arrival of substitute teachers by providing sub folders, school map, schedule, and keys.
  • Assist the School Principal in accessing requested data and information using computer database systems, spreadsheets, and/or other management information.
  • Order supplies, materials, and equipment for the school.
  • Maintain records of purchases and follow up on delinquent orders.
  • Maintain office equipment by ordering supplies and calling for repairs.
  • Open, sort, and distribute mail to School Principal and staff.
  • Provide the registrar and/or school nurse with assistance for situations requiring immediate attention.
  • Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility, and an effective work ethic.
  • Protect confidentiality of records and information about students and staff and use discretion when sharing any such information within legal confines.
  • Direct and coordinate the work of office personnel to meet established timelines.
  • Takes and/or transcribes dictation of letters, memoranda, and other documents.
  • Act as the receptionist for the School Principal by screening visitors and phone calls.
  • Maintain confidential files and appointment schedule for the School Principal by setting up and arranging meetings and conferences.
  • Act as a resource to teachers, students, parents, and the general public regarding general and specific information on the policies, procedures and activities.
  • Maintain routine bookkeeping records, transferring and depositing monies as necessary.
  • Attend various meetings in order to take notes and prepare minutes.
  • Maintain inventory and control system of school keys.
  • Distribute materials and information to staff and students ensuring a timely response.
  • Perform any duties and responsibilities that are within the scope of employment, as assigned by the School Principal and/or District Administration.
    • Education
    • High school diploma or GED
    • Associate’s Degree or college course
    • Any equivalent combination of education, training or experience
    Licenses or Certifications
    • A valid IVP Fingerprint Clearance Card
    • Possession of a valid Arizona Driver’s License
    Experience
    • Three years related office experience within a school office or a position involving substantial public contact.
    Skills/Knowledge/Abilities
    • High level of English proficiency for preparation of written correspondence including skills in spelling, punctuation and grammar.
    • Demonstrated appropriate telephone etiquette.
    • Bilingual, English and Spanish.
    • Ability to use Microsoft Word, software applications and Synergy system.
    • Ability to work with detail and a high degree of accuracy.
    • Demonstrated ability to use independent judgment to set priorities and make decisions.
    • Ability to use discretion in handling confidential information.
    • Exhibit a personality that demonstrates enthusiasm and…
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