TITLE: Administrative Assistant – Elementary School

REPORTS TO: Elementary School Building Principals

RESPONSIBLE FOR: Secretarial, clerical, and public relations functions, as well as maintaining a pleasant, positive office environment

QUALIFICATIONS:

High school diploma or GED required; Associate’s degree or post-secondary coursework in business, office administration, or related field preferred.
Minimum of 2–5 years of administrative, secretarial, or office support experience preferred.
Experience in a school district or educational environment preferred.
Experience working with confidential information and records.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills with the ability to interact professionally with students, staff, parents, and community members.
Strong organizational and time-management skills with attention to detail and accuracy.
Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
Ability to maintain confidentiality and exercise discretion.
Ability to work independently while also collaborating effectively with others.
Strong problem-solving and critical-thinking skills.
Ability to handle interruptions and changing priorities professionally.
Proficiency with Google products preferred.
Ability to learn and utilize district software systems, including but not limited to:
- Student Information Systems (SIS) (Powerschool)
- Financial or purchasing software
- ML Schedules
- ParentSquare
Proficiency with office equipment including copiers, scanners, printers, and multi-line phone systems.
Knowledge of, or willingness to learn, applicable confidentiality requirements, including FERPA and district procedures related to student records.

PERFORMANCE RESPONSIBILITIES:

Act as a receptionist to visitors, parents, and students in the school and greet them in a positive, professional manner before providing them with necessary information.
Communicate positively with faculty and other staff members in the building.
Answer the telephone and provide information or take messages for administrators, counselors and other school personnel when appropriate.
Reply to numerous emails throughout the day in a timely manner (within one business day).
Communicate with the transportation department regarding student dismissal changes, bus passes, transportation concerns, and other student transportation needs as directed by building principals.
Maintain and reference student emergency contact information, custody documentation, and other confidential records when supporting student dismissal, communication, and office procedures.
Assist with ensuring that custody documentation is followed.
Triage parent, student, staff, and visitor concerns by gathering relevant information, resolving routine matters when appropriate, and referring issues to administrators, counselors, nurses, or other personnel as needed.
Assist counselors and principals with evening programs regarding student schedules, orientations, etc.
Maintain strict confidentiality regarding student, family, staff, counseling, attendance, health-related, custody, financial, and administrative information. Access, use, and disclose confidential information only as necessary to perform assigned job responsibilities and in accordance with FERPA, district policy, and applicable law. Maintain the security and accuracy of electronic and paper records, including appropriate handling, storage, transmission, and disposal of confidential information.
Coordinates with Scouts, PTA, and other groups as needed for facility use. Enters facility requests using the corresponding software/platform and ensures insurance for outside groups is up-to-date.
Assist with preparing and maintaining the annual building budget.
Assist with collecting, processing, and submitting payments to central office for all student obligations (e.g., field trips, lost book fees, technology fees, etc).
Utilize the Google Suite for email, documents, and spreadsheets.
Possess knowledge of and an ability to use Microsoft Office, including Word and Excel.
Utilize the copier, scanner, and fax machine as necessary throughout the day.
Make announcements, as needed, via the intercom system.
Assist in screening all visitors to the building, logs or tracks all visitors’ arrivals and departures, and provides security ID badges according to school procedures.
Utilize PowerSchool and/or ParentSquare (or other communications platform) for multiple functions at the administration and counselor level.
Assist with coordinating staff appreciation lunch, track and field day, and parent conference potluck by placing orders, arranging payment, and assisting with setup.
Manage and organize the student dismissal process, including but not limited to maintaining the parent pick up list, dismissal routines document, writing bus passes, and communicating dismissal plans with students, families, and teachers in a timely fashion.
Assist principals with interviews by scheduling interviews, preparing materials, and arranging for student volunteers, as needed.
Notify the registrar of changes to families’ contact information.
Communicate with families via Parent Square, Sign-Up Genius, and other methods as identified.
Handle correspondence and documents required for the counselor’s office and official school business.
Process requests for records received from other school districts and obtain records from previous schools for incoming students. Confirm requests from other districts with principals.
Print Q4 report cards and prepare materials for inclusion in the permanent record folder.
Assists in coordinating the annual Food and Gift Drive.
Assist with and document all emergency/safety drills.
Support the implementation of building attendance procedures by maintaining accurate records, preparing attendance notices and documentation, scheduling attendance-related meetings or School Attendance Improvement Conferences as directed, communicating with families regarding routine attendance matters, and assisting administrators with required attendance and truancy processes.
Timesheets: Collect, calculate, have Principal sign, send to Business Office.
Assist with the organization, development, and maintenance of class rosters and student schedules, as directed by building principals.
All other duties as assigned.

Working Conditions:

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.

Sitting for extended period of time
Lifting, carrying, pushing, pulling 35 pounds
Ability to kneel, crouch, bend and reach to retrieve and handle teaching materials and supplies
Moving fingers and hands in a repetitive manner
Ability to speak clearly and distinctly when communicating with limited English speaking customers
Hearing clearly
Adequate vision to perform duties

The information contained in this job description is for compliance with Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Disclaimer: The preceding description is not designed to be a complete list of all duties and responsibilities required of this position.

TERMS OF EMPLOYMENT:

12 Month-Full-time position Salary, work schedule, and other conditions of employment are to be in accordance with the South Fayette School District salary schedule and applicable policies.

EVALUATION:

Performance of this job will be evaluated by the building principals and communicated to the Superintendent for review.

Anticipated Administrative Assistant - Elementary School