Elementary School Administrative Assistant, Lead - Sunshine Elementary School

Job Title:
Elementary School Administrative Assistant - Lead

Department: Learning
- Elementary

Pay Grade: C160

FLSA Status:
Non-Exempt

Reports to: Building Principal

GENERAL PURPOSE

Responsible for providing a wide variety of complex and confidential administrative and secretarial support to the assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

ESSENTIAL JOB FUNCTIONS

• Performs a variety of complex office and clerical work for administrators and staff, independently. Assist as the primary office support for administrators at the department level or equivalent, such as word processing, financial recordkeeping, scheduling, calendaring, arranging meetings, etc.
• Deals with non-routine matters requiring research, investigation or analysis, and knowledge of departmental issues and address appropriately.
• Exercises judgment and independent thinking relative to anticipating requirements of administrators and staff for information, assembles information for upcoming reports, and tracks events or situations to keep administrators and staff informed.
• Receives and greets visitors, interact professionally and courteously, providing exceptional service.
• Communicates effectively with staff, parents, students, and patrons of the district.
• Proficient in the operation of office equipment.
• Manages telephone systems, answering, screening, transferring, and responding to calls and inquiries.
• Answers questions from internal and external parties providing general information and/or routing inquiries.
• Prepares and processes documents and materials ensuring accuracy of related documents.
• Prepares standardized documents and reports communicating information to other parties.

• Records and processes internal and external requests including those from school districts, Social Security Administration, Vocational Rehabilitation, law offices, doctor’s offices, former Middle or High School Administrative Assistant – Registrar Page 2 April 2021 students, and other related agencies within a specific amount of time maintaining accurate records.

• Verifies special education student related data in Special Education Automation Software (SEAS) ensuring the accuracy of the student records.
• Enrolls and/or withdraws students from Private/Parochial school preparing reports and/or processing forms.
• Initiates the student enrollment process by requesting records, scheduling guidance appointments, registering students as necessary.
• Attends department meetings, trainings, professional learning, etc. conveying and/or gathering information required to perform functions.
• Maintains inventory of supplies and materials ensuring items’ availability.
• Maintains a variety of documents, files, and records providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains confidentiality as required by Board of Education policy and/or state or federal law.
• Prepares a variety of correspondence, reports, and other materials documenting activities, providing written reference, and/or conveying information.
• Processes a variety of documents and materials disseminating information in compliance with established administrative and legal requirements.
• Researches assigned topics providing information that address the guidance and counseling operations as necessary.
• Responds to inquiries from a variety of internal and external parties providing information and/or direction.
• Schedules meetings and appointments ensuring the availability of all parties.
• Supervises student office workers providing guidance and meeting work requirements.
• Coordinates schedules, events and meetings.
• Maintains work area in good order with needed materials, information and resourceb information for visitors.
• Reconciles account balances for assigned budget categories maintaining accurate account balances.
• Ensures familiarity with and current knowledge of program needs and requirements to support effective, efficient and quality operations on an ongoing basis.
• Compiles and maintains current…