Job Description

Administrative Office Assistant

Facilitate the efficient operation of the school/department administrative office and provide clerical services for the administrative staff. Work under general supervision and handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

• High School Diploma or GED
• Two years of college education preferred
• Strong organizational and time management skills
• Experience with graphic design tools (e.g., Canva or similar platforms)
• Proficient in Google Workspace (Google Docs, Sheets, Slides, Forms, etc.)
• Excellent written and verbal communication skills
• Ability to manage multiple projects and meet deadlines
• Proficiency in social media platforms (Facebook, Instagram, etc.)
• Ability to work collaboratively with staff and community members
• Previous school or office experience preferred
• Proficient skills in typing, word processing, and file maintenance
• Effective organizational, communication, and interpersonal skills
• Ability to operate computer, PBX telephone system, and maintain accurate database information
• Patient and calm demeanor with students and others

Major Responsibilities and Duties:

1. Assist teachers, parents, and students and direct them to appropriate district personnel.
2. Receive and properly route incoming calls and mail to appropriate personnel.
3. Accurately maintain and update files, manuals, handbooks, and logs as assigned.
4. Assist in ordering, storing, and distributing supplies and equipment and the management of fixed assets of the campus/department.
5. Assist in the preparation and documentation of ceremonies, workshops, staff development, drills, etc. as needed.
6. Support the principal with daily operational tasks and special projects.
7. Maintain calendars related to school events and key activities.
8. Assist with organizing meetings and preparing materials.
9. Track event participation and gather feedback for continuous improvement.
10. Plan, organize, and coordinate school-wide events (e.g., family nights, assemblies, school picture day, senior portraits, senior events, staff appreciation).
11. Develop event timelines, logistics, and materials to ensure smooth execution.
12. Communicate event details to staff, families, and stakeholders in a timely and professional manner.
13. Coordinate with teachers, staff, and vendors as needed.
14. Ensure all personnel are informed of event expectations, schedules, and responsibilities.
15. Design and create social media graphics for school events, announcements, and celebrations.
16. Manage and update school social media accounts regularly.
17. Ensure all posts align with district guidelines and promote a positive school image.
18. Take photos/videos at events and compile content for sharing.
19. Assist with newsletters, flyers, and campus communication materials.
20. Maintain an accurate knowledge base and comply with state, district, and school policies and regulations concerning primary job functions including state and local attendance and PEIMS policies when applicable.
21. Monitor personnel time records and other campus/department records.
22. Assist in preparation of and management of the school/department budget each fiscal year for the administration and general instruction functions if required.
23. Maintain calendar of meetings for campus committees and notify members of meetings.
24. Coordinate substitute coverage for the district.
25. Perform other duties as assigned by the principal in support of campus and district operations.

Equipment Used: Computer, printer, calculator, audiovisual equipment, copier and multi-line telephone system

Working Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made if necessary: Mental Demands: Reading; ability to perform basic arithmetic; ability to communicate effectively (verbal and written); maintain emotional control under stress; manage others in a non-coercive manner, maintain a clear focus on customer service Physical Demands: Repetitive hand motions; prolonged use of computer; ability to work with frequent interruptions; moderate standing, stooping, bending, and lifting; ability to lift and carry 50lb.

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