Job Title: Administrative Assistant III

Calendar: B, Year Round

ESP Salary Schedule: Range 80 Step 1
Hours: 8/day 40/Week

Location: District Campus

General Purpose

 

We are seeking a dedicated and detail-oriented administrative assistant to provide support to our Student Services and Equity & Access Departments. This role involves supporting school entrance requirements, registration processes, and assisting programs designed for English Language Learners (ELL) and newcomer students. The Administrative Assistant will play a key role in ensuring accurate documentation and smooth enrollment for students, including those participating in the Accelerated Language Learning Newcomer Program. This program provides intensive language acquisition and cultural integration for recent arrivals to the U.S. who face linguistic and cultural differences. The ideal candidate is organized and passionate about supporting students and families. Prior experience in administrative roles or educational settings is preferred. Familiarity with school registration systems or programs is a plus. Spanish speaking is preferred.

 

 

Main Tasks and Responsibilities

 

• Instruct and maintain the flow of work for the assigned office staff and ensure the provision of high levels of customer service for parents, students and staff.
• Greet visitors; ascertain nature of business, and direct visitors to the employer or appropriate person.
• Dispatch Maintenance personnel, maintain maintenance logs and coordinate work orders, as needed.
• Distribute credit cards to appropriate staff, monitor purchases and reconcile credit card purchases to bank statements monthly.
• Assist the Principal and school leaders with the posting, interviewing and hiring processes as required.
• Submit mileage sheets to the Business Office.
• Monitor intercom and other communication systems and follow tight security procedures necessary for ensuring the safety and security of staff and students.
• Answer telephones and give information to callers, take messages and/or route to appropriate staff members.
• Ensure that all financial policies and procedures for cash handling and accounting are followed and orient new employees in the appropriate handling of such transactions.
• Follow purchasing requirements and processes
• Compile and prepare reports required by Federal, State, and district agencies.
• Assist with the registration process.
• Oversee completion of inventory reports in the school.
• Maintain key inventory control.
• Open, read and route incoming mail/email. 
• Copy, file and distribute a variety of documents.
• Work with word processing, spreadsheet and database software to complete administrative tasks.
• Handle extensive confidential information.
• Provide clerical and administrative support for the Principal and other staff as assigned.
• Keep accurate budget accounts. 
• Compose and type routine correspondence; prepares materials for special events such as invitations, guest lists RSVPs, programs, etc.
• Update SIS student records on computer; enter new students and withdraw transferring students (includes attendance, grades, credits, and testing information).
• File correspondence and other records.
• Schedule appointments and make changes to school and administrator’s calendar as necessary.
• Make decisions regarding dissemination of information, screening of visitors and deferral or immediate action in the absence of supervisors.
• Compile and type statistical information and reports; maintain related databases and enter new data as necessary.
• Schedule meetings and record minutes of meetings as assigned.
• Prepare outgoing mail.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text data and graphics.
• Order and stock office supplies as necessary; process purchase orders, receive goods and process invoices as necessary.
• Follow purchasing requirements and processes.
• Supervise the maintenance of office equipment such as copiers and computers; arrange maintenance contracts for equipment; call for assistance when needed for more complex repairs and maintenance. 
• Assist in developing and distributing information packets, notes and the like to students, parents and staff as needed. 
• Assist with and participate in various school activities, fundraisers and special events, providing support and assisting the principal and teachers with the coordination of such activities.
• Serve as backup for other clerical and administrative staff as assigned.

 

Education and Experience

 

• A High School Diploma or equivalent
• Three (3) years of related experience
• Knowledge of bookkeeping and skill in typing, computers, and using a calculator

 

Working Conditions and Physical Requirements

 

• The job occasionally requires light physical exertion including walking, standing, motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant elements.