Elementary Building Administrative Assistant (2024-25)

2024-25 District Calendar (link)

• Fulton's calendar has 166 student days and 179 staff days.
• Snow days are built into our calendar and will not be made up.
• School begins on August 21, 2024, and ends on May 22, 2025.
• There are several planned breaks throughout the year:
• November 1
• November 25-29
• December 23-January 3
• March 24-28
• April 18-21

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Purpose Statement

The job of Administrative Assistant is done for the purpose/s of providing administrative and secretarial support to assigned school site administrators; monitoring assigned activities; and providing information, recommendations and/or direction as requested by the assigned administrator. 

This job is distinguished from similar jobs by the following characteristics: Elementary level-no graduation coordination, maintain student records. Secondary level-do not maintain student records, graduation coordination and alumni spreadsheet maintenance. 

*This position coordinates the budget for Bush Elementary School.
 

This job reports to the Principal.

Essential Functions 

• Answers telephones and security buzzer system when needed for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages, and providing security for front door. 

• Collects payments and prepares deposits for a variety of events (e.g. fines, fees, and fundraisers, etc.) for the purpose of completing transactions and/or securing funds. 

• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of complying with financial, legal and/or administrative requirements. 

• Coordinates a variety of projects, functions and/or program components (e.g. meetings, field trips, building usage requests, etc.) for the purpose of completing activities and/or delivering services in a timely fashion. 

• Dispenses first aid (e.g. band-aid, ice pack, etc.) to students under the direction of a healthcare professional for the purpose of providing emergency and necessary care in compliance with established guidelines. 

• Interacts consistently with students for the purpose of educating students. 

• Maintains manual and electronic documents files and records (e.g. emergency information, facility use, time sheets, work orders, expense reimbursements, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. 

• Monitors students referred for illness or disciplinary action for the purpose of ensuring their safety and welfare to ensure a safe office environment.

• Participates in a variety of meetings, workshops, and/or training for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees. 

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
  
  
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.

• Processes documents and materials (e.g. time sheets, work orders, requisitions, budget transfers, debtors' list, core data discipline reports, discipline letters to parents, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements. 

• Procures supplies and materials for the purpose of maintaining availability of required items. 

• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties. 

• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions 

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

Skills are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.

Knowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; and concepts of grammar and punctuation.

Ability is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; and establishing and maintaining effective working relationships.

Responsibility
Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; monitoring budget expenditures. utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment 

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 30% sitting, 40% walking, and 30% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.   

Attendance

Consistent and regular attendance is an essential function of this position. 

Experience 

Job related experience with increasing levels of responsibility is desired

Education
High school diploma or equivalent

Clearances  

FBI Fingerprint and Family Care Registry

FLSA Status

(Non) Exempt

Approval Date

1/12/2022

Salary Grade 
Classified

The purpose and utilization of job descriptions in Fulton 58 Public Schools are to ensure the essential functions of each position are articulated to create a clear understanding of job expectations for the incumbent while also providing a framework through which the recruiting, hiring, and retaining of employees may be enhanced.