TITLE:Administrative Assistant – Elementary School

REPORTS TO:Elementary School Building Principals

RESPONSIBLE FOR: Secretarial, clerical, and public relations functions, as well as maintaining a pleasant, positive office environment

QUALIFICATIONS: Proficient in technology skills, excellent communication skills, positive attitude, and well-developed organizational skills

PERFORMANCE RESPONSIBILITIES:

• Act as a receptionist to visitors, parents, and students in the school and greet them in a positive, pleasant manner before providing them with necessary information.
• Communicate positively with faculty and other staff members in the building.
• Answer the telephone and provide information or take messages for administrators, counselors and other school personnel when appropriate.
• Reply to numerous emails throughout the day in a timely manner.
• Assist counselors and principals with evening programs regarding student schedules, orientations, etc.
• Honor the confidentiality of the principal’s office, counselor’s office, and all other district personnel and students.
• Construct and maintain the weekly building calendar.
• Coordinates with Scouts, PTA, and other groups as needed for facility use. Enters facility requests on ML Work Orders and ensures insurance for outside groups is up-to-date.
• Prepare and maintain the annual building budget.
• Place all orders for the school, including supplies for staff and students, by creating a PO in Fund Accounting.
• Maintain all procurement card expenses and submit reports with receipts monthly.
• Submit requisitions and purchase orders as needed throughout the year.
• Submit expense reports and receipts.
• Collect, process, and submit payments to central office for all student obligations (e.g., field trips, lost book fees).
• Utilize the Google Suite for email, documents, and spreadsheets.
• Possess knowledge of and an ability to use Microsoft Office, including Word and Excel.
• Utilize the copier, scanner, and fax machine as necessary throughout the day.
• Make announcements, as needed, via the intercom system.
• Assist in screening all visitors to the building, logs or tracks all visitors’ arrivals and departures, and provides security ID badges according to school procedures.
• Assist principals to confirm substitutes’ arrival and duty.
• Oversee yearly school pictures for students and staff, including scheduling with photographer, coordination of yearbook with PTA, and finalization of class composites.
• Monitor teacher submissions of flex, clerical, and professional development hours.
• Utilize PowerSchool for multiple functions at the administration and counselor level.
• Coordinate staff appreciation lunch, track and field day staff refreshments, and parent conference potluck by placing orders, arranging payment, and assisting with setup.
• Prepare building announcements for weekly distribution.
• Assist with managing the student dismissal list including maintaining the parent pick up list, writing bus passes, and communicating dismissal plans with students and teachers.
• Assist principals with interviews by scheduling interviews, preparing materials, and arranging for student volunteers, as needed.
• Notify the registrar of changes to families’ contact information.
• Assists in submitting events for the upcoming calendar year to administration for District calendar.
• Communicate with families via School Messenger, Sign-Up Genius, and other methods as identified.
• Handle correspondence and documents required for the counselor’s office and official school business.
• Maintain a regular filing system for school documentation and correspondence, as well as a set of locked, confidential files for school counselor and attendance matters.
• Handle all functions related to mail.
• Handle all District procedures related to student enrollments and withdrawals. Obtain necessary information and coordinate the registration/withdrawal process for all students. Follow all procedures for entering all office information for entering/exiting students. Assign and implement, in concert with the principal and school counselor, class schedule for incoming students. Communicate with teachers concerning enrolling/withdrawing students.
• Process and maintain records of 45-day waivers for families who are new to the district and in the process of securing a home in the township.
• Process requests for records received from other school districts and obtain records from previous schools for incoming students.
• Print Q4 report cards and prepare materials for mailing home.
• Maintain student cumulative record folders including standardized test results and report cards.
• Coordinates Kindergarten Preview Day, Kindergarten Registration, and other transition activities as identified by the building principal.
• Assists in coordinating the annual Food and Gift Drive.
• Cover the nurse’s office when needed.
• Cover all responsibilities during the other Administrative Assistant’s lunch.
• Assign, log, and collect parking tags.
• Assist with and document all emergency/safety drills.
• Maintain record of daily attendance of building staff.
• Distribute and collect absentee forms.
• Complete a Teachers’ Absentee Report and send it with absentee forms to the Business Office.
• Timesheets: Collect, calculate, have Principal sign, send to Business Office.
• All other duties as assigned.

TERMS OF EMPLOYMENT:

12 Month-Full-time position Salary, work schedule, and other conditions of employment are to be in accordance with the South Fayette School District salary schedule and applicable policies.

EVALUATION:

Performance of this job will be evaluated by the building principals and communicated to the Superintendent for review.