Administrative Assistant - Ridges Elementary School

LOCATION: RidgesElementarySchool

START DATE: 8/11/2025

HOURS: 8 hrs/day - 1.0 FTE - 204 Work Day Calendar

TITLE: Administrative Assistant to the Building Principal

REPORTS TO: Building Administrator

PURPOSE

To perform a variety of advanced administrative support duties of considerable complexity requiring thorough knowledge of the organization its procedures and operation details; covers a wide variety of tasks which contribute to the smooth and efficient operation of the school office for welfare of children parents school employees and the community; perform a wide variety of responsible assignments related to the administration of budgets contracts research projects and departmental policies and procedures; provide office coordination and support; prepare correspondence using considerable judgment in content and style; requires an independent starter able to work in a high volume fast-paced environment; considerable public contact is involved; employees of this classification are expected to employ skill and judgment in the conduct of these contacts within established policies and procedures; serves as the Building Administrators secretary.

This is the senior level class within the Secretary/Administrative Assistant series. Positions at this level are distinguished from other classes in the series by the level of responsibility assumed and the complexity of work assigned. Employees perform the most difficult and responsible types of duties assigned to the classes within the series including the exercise of considerable independent thinking judgment problem-solving and decision-making in receiving processing recording and distributing information and reports; compilation of data for inclusion in documents. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receive general supervision from building administrator or designee. Administrative Assistant may be designated with lead responsibility for other secretarial support staff. May provide guidance or training to secretarial support staff and engage in functional activities.

QUALIFICATIONS

To perform successfully in this position an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• A minimum of a high school diploma or equivalent
• Bilingual/Biculturural applicants are encouraged to apply
• Secretarial experience including office management administration and record keeping
• Knowledge of general operation of a school district and the administrative assistant duties
• Ability to interact in a positive and professional manner with students staff parents community members contractors consultants and trades people while demonstrating sensitivity to cultural ethnic gender and religious diversity
• Ability to exercise confidentiality diplomacy and independent judgment
• Ability to provide leadership training and supervision to other secretarial personnel
• Keyboard and Word processing with speed and accuracy
• General accounting skills
• Knowledge of first-aid procedures; ability to learn proper methods of dispensing medications
• Advanced knowledge of office procedures practices and technology
• Excellent organizational and time management skills with the ability to accomplish multiple complex assignments under short timelines and with multiple interruptions
• Ability to work positively and effectively with all people who interact with the school and remain calm and supportive when dealing with difficult people or emergencies
• Demonstrated knowledge of the school and district as well as the duties and responsibilities of the Administrative Assistant
• Ability to manage school finances according to accepted accounting principles and district guidelines
• Ability to take initiative and work independently prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail
• Strong technology mathematical and analytical skills
• Ability to quickly learn frequently used software and online programs used in the performance of job responsibilities such as student records personnel records accounting and purchasing

ESSENTIAL RESPONSIBILITIES

• Composes edits and prepares technical and complex documents correspondence special reports and material of a confidential nature
• Contributes to student behavior management including monitoring and mentoring students supervising in-school suspensions and lunch detentions
• Coordinates and manages front office staff workload and procedures
• Cultivates and models a respectful working and learning environment
• Supports the principal with administrative and confidential work
• Maintains Emergency Response Team assignments and emergency bag; updates emergency protocols and distributes them to staff; schedules and coordinates emergency drills as required by district and state law
• Dispenses medication to students; monitors and manages students with high risk health conditions according to Health Management Protocols; assists students in need of care in the health room
• Acts as initial responder to building level First Aid emergencies and coordinates with other staff to ensure proper steps are taken to ensure the health and safety of the sick of injured party; including administering first aid calls to 911 coordinating with emergency responders and/or providing medications as appropriate
• Manages all school finances:
• Includes in-depth knowledge of budget and budget development purchasing monitoring funds; maintain and reconcile petty cash managing District credit cards and monthly reports;
• Responsible for creating assigning and collecting student body fees and all aspects of Student Body Funds according to state regulations (at elementary and middle levels only)
• Manages human resources personnel functions at the building level including timesheets substitutes OFLA and/or FMLA screening preparing for scheduling and assisting in interviews etc. for certified and classified personnel within the building
• Serves as primary contact and liaison between the Principal and students teachers parents staff district and community. Manages the building Administrators calendar phone mail and email account independently scheduling appointments and responding to communication as appropriate on behalf of the Administrator
• Manages internal and external communications with staff and public maintains and updates the school website including schedules calendar of events and activities weekly newsletters Site Council information and minutes. Provides Superintendents office with newsworthy information and photos for District newsletter
• Provides support in planning coordinating and executing school-wide events such as Back-to-School Night student registration & open house conferences concerts staff appreciation and provides supplies catering as needed for professional development
• Coordinates substitute finder system assisting staff with input finding subs coordinating coverage as needed when no subs are available reviewing absence reasons and account codes for accuracy
• Successfully uses software and online programs to monitor and maintain essential records regarding students personnel accounting work orders and other areas as required
• Processes purchase orders purchasing card transactions and statements expense reimbursements travel requests and other related requisitions ensuring proper approvals coding and records; purchase office supplies and equipment for the school/department
• Serves as the registrar at the elementary level - responsible for student enrollment and set up of the classrooms and teachers in Synergy and assigning students to teachers. Includes enrollment tracking as well. Includes coordination of registration information to families prior to start of new school year
• Serves as building Maintenance Department liaison; coordinating tracking communicating school building needs; includes building key distribution and tracking

This job description is not intended to be and should not be construed as an inclusive list of all of the responsibilities skills or working conditions associated with the position. While it is intended to accurately reflect the positions activities and requirements the administration reserves the right to modify add or remove duties as necessary that still reflect the essential functions of the department.

WORKPLACE EXPECTATIONS

• Work effectively with and respond to people from diverse cultures or backgrounds
• Demonstrate professionalism and appropriate judgment in behavior speech and dress in a neat clean and appropriate manner for the assignment and work setting
• Have regular and punctual attendance
• Confer regularly with immediate supervisor
• Follow all district policies work procedures and reasonable requests by proper authority
• Maintain the integrity of confidential information relating to a student family colleague or district patron

EVALUATION

Performance of this job will be evaluated in accordance with the provisions of the Collective Bargaining Agreement between Sherwood School District 88J and Oregon School Employees Association Chapter #103.

ADA REQUIREMENTS FOR ESSENTIAL RESPONSIBILITIES

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 may be made to enable individuals with disabilities to perform the essential functions.

• The employee is regularly required to talk or hear
• The employee is frequently required to stand walk sit use hands to finger handle or feel reach with hands and arms climb up and down step stool bend under the desks twist from the waist and stoop kneel crouch or crawl
• The employee must frequently lift and/or move up to 30 pounds
• Specific vision abilities required by this job including close vision distance vision color vision peripheral vision depth perception and ability to adjust focus
• This position entails sitting/standing at a computer terminal and workstation 6 - 8 hours a day
• While performing the duties of this job the employee is occasionally exposed to outside weather