2025-2026 Administrative Assistant (190 Days)

Job Title: Administrative Assistant Wage/ Status: Non-Exempt

Department: Administrative Support HR Revised: October 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 a variety of administrative and financial support duties in the Administrative offices of Westlake Academy. This includes managing clerical tasks maintaining accurate records assisting with budgeting and financial documentation and supporting office operations. The role requires the ability to work well with others and provide courteous and professional service to students faculty staff parents and the general public.

ESSENTIAL QUALIFICATIONS

Education/Certification:

• High School Diploma or GED; Associates degree preferred.

Experience:

• Two (2) years clerical experience; school office experience preferred.
• Must be legally able to work in the United States.
• Must complete the state-required fingerprinting and criminal background check.
• Must comply with TEA regulations applicable federal state and local laws school policies and standards of the Professional Code of Ethics and Standard Practices for Texas Educators.

Required Knowledge/Skills/Abilities:

• Ability to maintain accurate and auditable records.
• Ability to maintain confidentiality of student records.
• Ability to work cooperatively with others.
• Must display strong organizational communication and interpersonal skills.
• Must be able to multi-task and prioritize.
• Must be able to work autonomously as well as a member of a team.

PERFORMANCE 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.
• Provide 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 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.
• Assist with financial administration including bookkeeping budget preparation financial reporting purchase orders and invoices.
• Create and modify documents such as purchase orders invoices reports memos letters and financial statements using word processing spreadsheet database and/or other presentation software such as Microsoft Office.
• Manage/update student information and 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 project-based 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.

OTHER DUTIES
Performs other duties as assigned by the Director of Accountability or Head of School.

EVALUATION

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

SUPERVISORY RESPONSIBILITY
None.

PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Tools/Equipment Used: Personal computer and peripherals; standard office equipment.

Posture: Prolonged sitting; Frequent standing kneeling/squatting bending/stooping pushing/pulling and twisting.

Motion: repetitive hand motions frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying up to 35 lbs.

Environment: Work inside may work outside.

Mental Demands: Work with frequent interruptions; maintain emotional control under stress; may work prolonged or irregular hours.

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.