Aspen High School Lead Office Administrative Assistant III

The Aspen School District seeks a Lead Office Administrative Assistant for the Aspen High School.

Position Title: Lead Office Administrative Assistant III

Department: Aspen School District

Reports to: Building Principal

Classification: Classified Full-time Non-exempt/Hourly. Administrative Assistant III

Contract Period: 10 Month (210 days with some variance depending on the year)

Compensation: 2024-25 Administrative Asssistant III Salary Schedule

(2025-26 Salary Schedules will be posted soon.)

Position Summary

The purpose of this position is to maintain smooth and efficient day-to-day operations and long-term projects in the high school office so the Principal may devote his/her time to the duties of administration. The high school administrative assistant to the principal assists teachers and school administrators to organize records and execute projects to assure a positive impact upon the education of students at the high school.

Position Responsibilities

Lead Office Administrative Assistant III Responsibilities:

• Process financial transactions and maintain accurate records for all school accounts/budgets, including deposits, purchases requisitions, invoice payments, purchase cards, and expense reports, generating spreadsheets/data/reports as required or requested
• Assess and collect all students fees
• Coordinate efficient school and public communications, including parent newsletters, managing the public high school calendar, specified pages on the website, internal tv monitors and social media
• Assist in the planning and coordination of events such as student orientation, back to school night, parent teacher conferences, principal breakfasts, class meetings, picture day, graduation, awards ceremonies, ExEd nights, and various assemblies/events
• Schedule appointments for administration including parent and student meetings, teacher observations and reviews, and staff meetings
• Manage the facility calendar and agreements for staff and community use
• Prepare agendas and capture the minutes of office, department chair, and other various meetings
• Manage the staff calendar, including set up of staff meetings, committee meetings, professional development, and social gatherings
• Update the online staff forms and the faculty handbook/guidelines
• Assist the ExEd team by reviewing budgets and managing placement of students on courses after the initial lottery
• Order supplies for various departments and maintain the school office to assure efficiency
• Assist with the onboarding of new staff to teach financial, communication, and general office procedures
• Responsible for annual teacher and student checkout including collecting all outstanding fees, school equipment, and assisting with tracking the textbook, computer, and classroom inventories
• Assign parking passes and maintain records for staff and senior students
• Collaborate with multiple parent groups including Project Graduation, Booster Club, and various club and fundraising groups to ensure communication and adherence of school policies
• Support/assist the Attendance Administrative Assistant and Receptionist as needed
• Provide assistance to students including minor first aid treatment as required
• Perform other duties as assigned or requested by administrative supervisors

Required Knowledge, Skills, and Abilities

• Knowledge of:
• • Professional communication norms and standards (written and oral)
  • Modern office procedures and methods
  • Principles and procedures of record-keeping
  • Basic office procedures
  • Word processing, databases, and computer software
  • Microsoft Office and/or the Google Suite of office software
• Ability to:
• • Think critically, solve problems creatively, and remain adaptable to an ever-changing environment
  • Operate and use modern office equipment including a computer and various software packages
  • Communicate clearly and concisely, both orally and in writing
  • Establish and maintain effective working relationships with those contacted in the course of work
  • Remain exceptionally organized and apply organization and project management best practices
  • Work independently and autonomously set priorities
  • Manage oneself (is organized, prepared, and punctual; manages resources; meets deadlines; follows through on commitments; demonstrates appropriate physical appearance relative to job and environmental expectations) in a manner that enhances the image of public education;
  • Act consistently in ways that directly support the mission of the Aspen School District;
  • Because safety is an important component of this position, the employee must communicate clearly and concisely;
  • Bilingual Spanish is a plus;
  • Formulate goals that reflect the organization's strategic theme and include specific, measurable outcomes instead of just completing activities;
  • Contribute actively to the goals and success of the District l through collaboration, cooperation, and flexibility (give and take) in team discussions, activities, and decision making;
  • Maintain high ethical standards, legal responsibility, and confidentiality.

Minimum Qualifications

• High School diploma or equivalent
• One to three years of relevant office experience
• Operation and use of modern office equipment including a computer, printer/copier and various software packages
• Valid Colorado driver’s license or the ability to obtain one within 30 days of hire.

Preferred Qualifications

• Three years or more of relevant office experience in public education (preferred), government, or other public sector settings.
• Spanish bilingual

Work Environment

• Office environment and reception; exposure to computer screens
• Primary functions may require maintaining the physical condition necessary for sitting for prolonged periods of time; use of a computer keyboard

Essential Physical Requirements

• Physical: Reaching, walking, standing, sitting, typing, talking, stooping, kneeling, seeing, and hearing. Lifting up to 25lbs.

Acknowledgment

The successful candidate will be required to follow any instructions and to perform any other related duties as assigned by the Director. The Aspen School District reserves the right to update, revise, or change the job description and related duties at any time.

Updated: December 2022