Head Administrative Assistant - Elementary [ESP3304]

Classification Title: Administrative Assistant II

Title: Head Administrative Assistant -Elementary

Calendar: E 10 Months

ESP Salary Schedule: Range 60 Step 1
Hours:8/Day 40/Week

Location:Heritage Elementary

Position begins SY 2025-2026 (July 2025)

General Purpose

Responsible for providing administrative and clerical services for the assigned school or department. Duties include acting as receptionist and financial clerk and handling all enrollment-related and student records.

Main Tasks and Responsibilities

• Greet visitors ascertain nature of business and direct visitors to the employer or appropriate person.
• Monitor intercom and other communication systems and follow tight security procedures necessary for ensuring the safety and security of staff and students.
• Answer telephones and give information to callers take messages and/or route to appropriate staff members.
• Open read and route incoming mail/email.
• Copy file and distribute a variety of documents.
• Receive monies from students teachers and staff; make deposit monies as assigned; record all transactions in journal and ledger accounts.
• Ensure that all financial policies and procedures for cash handling and accounting are followed and orient new employees in the appropriate handling of such transactions.
• Work with word processing spreadsheet and database software to complete administrative tasks.
• Record balances for students and teachers on computer; input each students accounts receivable on computer; contact the student and parents to collect unpaid balances.
• Handle extensive confidential information.
• Oversee and provide temporary assistance to students that are referred to the office for disciplinary actions health issues and the like.
• Assist employees in the timekeeping and payroll functions; balance time sheets for classified staff and send them to the District office.
• Call substitute teachers to ensure class coverage; usually completes calls at home after hours.
• Reconcile bank accounts maintain credit card usage information and reconcile bank statements for credit card accounts.
• Balance the lunch (and breakfast if the school has breakfast meal) records.
• Provide clerical and administrative support for the Principal and other staff as assigned.
• Keep accurate budget accounts.
• Compose and type routine correspondence; prepare materials for special events such as invitations guest lists RSVPs programs etc.
• Update SIS student records on computer; enter new students and withdraw transferring students (includes attendance grades credits and testing information).
• File correspondence and other records.
• Schedule appointments and make changes to the calendar as necessary.
• Make decisions regarding dissemination of information screening of visitors and deferral or immediate action in the absence of supervisors.
• Compile and type statistical information and reports; maintain related databases and enter new data as necessary.
• Schedule meetings and record minutes of meetings as assigned.
• Prepare outgoing mail.
• Produce information by transcribing formatting inputting editing retrieving copying and transmitting text data and graphics.
• Order and stock office supplies as necessary; process purchase orders receive goods and process invoices as necessary.
• Follow purchasing requirements and processes
• Complete inventory check in the spring on equipment and textbooks by room.
• Maintain office equipment such as copiers and computers; arrange maintenance contracts for equipment; call for assistance when needed for more complex repairs and maintenance.
• Assist in developing and distributing information packets notes and the like to students parents and staff as needed.
• Assist with and participate in various school activities fundraisers and special events providing support and assisting the principal and teachers with the coordination of such activities.
• Serve as backup for other clerical and administrative staff as assigned.

Education and Experience

• A High School Diploma or equivalent.
• Two (2) years of related experience.
• Knowledge of bookkeeping and skill in typing computers and using a calculator.

Working Conditions and Physical Requirements

• The job occasionally requires light physical exertion including walking standing motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant elements.