2025-2026 Administrative Assistant 190 Days

Job Title: Administrative Assistant Wage/ Status: NonExempt

Department: Administrative Support HR Revised: March 2025

Reports to: Administration and Accountability Director

GENERAL JOB SUMMARY

Under the general supervision of the Administration and Accountability Director the Administrative Assistant will perform various job duties and office procedures in support of the Administrative offices of Westlake Academy. Job duties will require the ability to work well with others provide courteous and professional service to students faculty faculty/staff parents and the general public.

MINIMUM QUALIFICATIONS

• Must possess a valid High School diploma or GED
• Ability to work cooperatively with others in a team environment
• Good oral and written communication skills
• Ability to maintain confidential information pertaining to students employees volunteers and the general operations of Westlake Academy
• Must possess a valid drivers license
• Is legally able to work in the United States
• Must complete the staterequired fingerprinting and criminal background check

ESSENTIAL JOB RESPONSIBILITIES

• Perform various administrative tasks as assigned
• Maintain office calendar to coordinate workflow and meetings for the Master Calendar Administrative Calendar and the Principals calendars
• Maintain confidentiality with information related to students faculty/staff employees volunteers and the general operations of Westlake Academy
• Provides general administrative support to Principals and Administrative Director
• Interact courteously and professionally with students faculty/staff parents and the general public
• Answer telephones courteously and professionally and transfer calls to appropriate extensions
• Open sort and distribute incoming correspondence including mail packages and faxes
• Prepare correspondence in response to routine or generalized inquiries
• Perform general clerical duties including bookkeeping copying faxing mailing and filing
• Collect file and retrieve organizational documents records and reports
• Coordinate and maintain records for Academy students faculty/staff office/classroom space telephones parking credit card(s) and keys
• Perform office support services budget preparation maintain student records
• Create and modify documents such as purchase orders invoices reports memos letters financial statements using word processing spreadsheet database and/or other presentation software such as Microsoft Office
• Manage/update student information create reports as necessary
• Perform necessary tasks within the AESOP automated substitute teacher management system and assist in obtaining substitutes.
• Conduct research compile data and prepare papers for consideration and presentation to students faculty/staff and the Board of Trustees
• Schedule and coordinate meetings and conferences
• Make travel arrangements for students faculty/staff and Board of Trustees as necessary
• Collect and maintain an inventory of office furniture equipment and supplies
• Research prices obtain bids prepare purchase orders and procure necessary items in accordance with established policies and procedures
• Arrange for the repair and maintenance of office equipment
• Support faculty/staff in projectbased assignments
• Supervise volunteers independent contractors and other support personnel when required
• Assist in special events such as registration fundraising activities outreach programs and community events
• Perform other duties as assigned.

EVALUATION

Performance of this job will be evaluated at least annually by the Director of Accountability.

PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT

This position requires the ability to maintain effective audiovisual discrimination and perception for making observations operating assigned equipment and communicating with others.

The employee must maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following: walking and standing for extended periods of time running walking crouching or crawling during an emergency lifting carrying and pushing/pulling equipment and supplies weighing up to 35 lbs. and occasional exposure to adverse weather conditions.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees to this job.