Early Childhood School Administrative Assistant, Lead - Early Childhood Department

Job Title:
Early Childhood School Administrative Assistant - Lead (260 Days)

Department: Early Childhood

Pay Grade: C160

FLSA Status
:
Non-Exempt

Reports to:
Assistant Director II – Early Childhood Education

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

• 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 program information and materials to support day-to-day operational needs for providing reference information.
• Performs the more difficult and complex office work, independently.
• Supervises, manages, schedules, trains, monitors, and provides coverage in the operations of the school’s main offices and its staff.
• Ensures that school office and related administrative activities are conducted in accordance with established policies and procedures.
• Processes time and attendance for department/division as needed.
• Establishes office procedures and routines.
• 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.
• Coordinates schedules, events and meetings.
• Maintains work area in good order with needed materials, information and resource information for visitors.
• Reconciles account balances for assigned budget categories maintaining accurate account balances.
• Supports and enforces safety procedures for the work area.
• Supports the operations of the school as directed by the supervisor.
• Performs general clerical functions including scheduling, copying, faxing, data entry, filing, mail, etc.
• Provides support for assigned administrative personnel.
• Manages and monitors leave requests and substitute teacher assignments.
• Processes confidential documents, records, and evaluations for staff and students.
• Maintains confidentiality as required by Board of Education policy and/or state and federal law.
• Participates in school security situations, including the local school crisis plan.
• Updates and maintains the emergency kit.
• Manages financial transactions as appropriate, including managing and updating the School Improvement Plan (SIP) allocations, Title 1 grants, as required.
• Knowledgeable and proficient in the operation and support of all district systems to support compliance with all state, federal and local requirements.
• Provides guidance and direction to students on a variety of office-related issues during the school day.
• Obtains, confirms, and verifies student personal information. Inputs data into appropriate district software and notifies appropriate staff.
• Participates in a variety of meetings, workshops, professional development, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Responsible for maintenance of student attendance data, including entry and accuracy of such data for district and state reporting purposes.
• Supports regular student attendance by serving as a point of contact for parents and students relative to attendance at school.
• Supports student enrollment, transfer and withdrawal processes to ensure timely and accurate completion.
• Performs other duties as assigned for ensuring the efficient and effective function of the work unit.

• High School Diploma or its equivalent.
• Minimum of four (4) years of job related experience with increasing levels of responsibility is required.

• Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required.

• Knowledg…