Admin Assistant To Executive Director Of Pk-8 And Early Childhood Programs

JOB TITLE: Administrative Assistant to the Executive LENGTH OF WORK YEAR: 230 days

Directors of PK-8 and Director of

Early Childhood Programs

REPORTS TO: Executive Director of PK-8 and Early PAY GRADE: In accordance with

Early Childhood Programs Board approved salary schedule

DEPARTMENT: School Leadership DATE REVISED: 06/2024

PRIMARY PURPOSE: Ensure the efficient operation of PK-8 Schools and Early Childhood Programs and provide clerical services to the Executive Directors of

PK-8 and Early Childhood Programs; manage confidential information and engage in frequent contact with all levels of district employees, parents/community, and the public.

QUALIFICATIONS:

Minimum Education:

High School Diploma or GED

Special Knowledge/Skills

• Knowledge of general office equipment

• Knowledge of basic accounting principles

• Proficient skills in typing, word processing and file maintenance

• Effective organizational, communication and interpersonal skills

• Ability to operate computer/peripherals using a variety of basic applications.

• Ability to effectively use district programs with reasonable assistance.

• Knowledge of Microsoft Office Suite (Outlook, Drive, Sharepoint, Teams)

• Knowledge of Google Suite (Drive, Docs, Sheets)

• Knowledge of Videoconferencing Programs (Zoom, Teams, Meets)

• Bilingual English/Spanish, preferred.

Minimum Experience:

At least three (3) years of related experience

MAJOR RESPONSIBILITIES AND DUTIES:

• Perform secretarial duties for the Executive Directors of PK-8 and Early Childhood Programs.

• Receive incoming calls, take reliable messages, schedule appointments, and maintain Executive Directors' and Director of Early Childhood Programs calendars and mileage.

• Organize information and materials necessary for various meetings as requested by the Executive Directors.

• Secure locations and necessary data and equipment for office and district-wide meetings, including notification of involved persons.

• Perform accounting tasks following established district guidelines including, but not limited to, those related to budget, requisitions, purchase orders, work orders, bus requests, and department's travel arrangements.

• Monitor, process and submit personnel payroll reports as required.

• Assist in compiling information to be used in various administrative reports.

• Maintain information of and comply with state, district and school policies or regulations concerning primary job functions.

• Manage incoming and outgoing mail for Executive Directors.

• Assist in preparing presentations for meetings, conferences, professional learning, etc.

• Attend meetings to take notes, prepare minutes, and provide assistance as needed.

• Manage and oversee billing for monthly PK tuition invoices and Baby University

• Manage PK and Baby University registration platforms, oversee seat availability, and support parents during the registration process.

• Manage PK and Baby University materials, ordering, and dissemination to ensure equity amongst the programs.

WORKING CONDITIONS:

Mental Demands:

Ability to communicate effectively (verbal and written); perform tasks with frequent interruptions; repetitive hand motions and prolonged use of computer; interpret policy and procedures; maintain emotional control and objectivity under stress.

Physical Demands/Environmental Factors:

Occasional prolonged and irregular hours. Occasional lifting of twenty pounds

Safety: Perform all duties in a safe and responsible manner. Observe all safety precautions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed in this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.