Elementary School Administrative Assistant, Lead - McGregor Elementary School

Elementary School Administrative Assistant - Lead

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.

• Performs a variety of complex office and clerical work for administrators and staff, independently. Assists 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.
• 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.
• Performs the more difficult and complex office work, independently.
• 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.
• Ensures familiarity with and current knowledge of program needs and requirements to support effective, efficient and quality operations on an ongoing basis.
• Compiles and maintain current program information and materials to support day-to-day operational needs for providing reference information.
• 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 monitor 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 or federal law.
• Participates in school security situations, including the local school crisis plan.
• Updates and maintains the emergency kit.
• Manages and updates 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.
• Manages financial transactions as appropriate.
• Obtains, confirms, and verifies student personal information. Input data into appropriate district software and notify appropriate staff.
• Participates in meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Performs other duties as assigned for ensuring the efficient and effective function of the work unit.

• High School Diploma or its equivalent.
• Minimum of three (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.

• Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
• Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.
• Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
• Skill based competencies required to satisfactorily perform the functions of the job, including operating standard office equipment;…