2025-2026 Elementary School Administrative Assistant, Lead - Cowden Elementary School

Department:                       Learning- Elementary   

Pay Grade:                          C160

FLSA Status:                       Non-Exempt

Reports to:                          Building Principal

GENERAL PURPOSE

Responsible for providing a wide variety of complex and confidential administrative and secretarial support to the assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

ESSENTIAL JOB FUNCTIONS

• Performs a variety of complex office and clerical work for administrators and staff, independently. Assist as the primary office support for administrators at the department level or equivalent, such as word processing, financial recordkeeping, scheduling, calendaring, arranging meetings, etc.
• Deals with non-routine matters requiring research, investigation or analysis, and knowledge of departmental issues and address appropriately.
• Exercises judgment and independent thinking relative to anticipating requirements of administrators and staff for information, assembles information for upcoming reports, and tracks events or situations to keep administrators and staff informed.
• Receives and greets visitors, interact professionally and courteously, providing exceptional service.
• Communicates effectively with staff, parents, students, and patrons of the district.
• Proficient in the operation of office equipment.
• Managestelephone systems, answering, screening, transferring, and responding to calls and inquiries.
• Answers questions from internal and external parties providing general information and/or routing inquiries.
• Prepares and processes documents and materials ensuring accuracy of related documents.
• Preparesstandardized documents and reports communicating information to other parties.

• Records and processes internal and external requests including those from school districts, Social Security Administration, Vocational Rehabilitation, law offices, doctor’s offices, former Middle or High School Administrative Assistant – Registrar Page 2 April 2021 students, and other related agencies within a specific amount of time maintaining accurate records.

• Verifies special education student related data in Special Education Automation Software (SEAS) ensuring the accuracy of the student records.
• Enrolls and/or withdraws students from Private/Parochial school preparing reports and/or processing forms.
• Initiates the student enrollment process by requesting records, scheduling guidance appointments, registering students as necessary.
• Attends department meetings, trainings, professional learning, etc. conveying and/or gathering information required to perform functions.
• Maintains inventory of supplies and materials ensuring items’ availability.
• Maintains a variety of documents, files, and records providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains confidentiality as required by Board of Education policy and/or state or federal law.
• Prepares a variety of correspondence, reports, and other materials documenting activities, providing written reference, and/or conveying information.
• Processes a variety of documents and materials disseminating information in compliance with established administrative and legal requirements.
• Researches assigned topics providing information that address the guidance and counseling operations as necessary.
• Responds to inquiries from a variety of internal and external parties providing information and/or direction.
• Schedules meetings and appointments ensuring the availability of all parties.
• Supervises student office workers providing guidance and meeting work requirements.
• Coordinates schedules, events and meetings.
• Maintains work area in good order with needed materials, information and resourceb information for visitors.
• Reconciles account balances for assigned budget categories maintaining accurate account balances.
• Ensures familiarity with and current knowledge of program needs and requirements to support effective, efficient and quality operations on an ongoing basis.
• Compiles and maintains current program information and materials to support day-to-day operational needs for providing reference information.
• Compiles and maintains materials and data to prepare and support program operations and improvements, including compliance with state, federal and local program requirements.
• Supports and enforces safety procedures for the work area.
• Performs general clerical functions scheduling, copying, faxing, data entry, filing, mail, etc.
• Provides support for assigned administrative personnel.
• Performs other duties as required / assigned.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• High School Diploma or its equivalent.
• Minimum of three (3) years of job related experience with increasing levels of responsibility is required.

Certificates, Licenses and Other Special Requirements

• Must pass a Criminal Background Clearance.

Knowledge, Skills, and Abilities

• Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
• Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.
• Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
• Skill based competencies required to satisfactorily perform the functions of the job, including operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.
• Ability to analyze situations to define issues and draw conclusions.
• Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
• Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
• Ability to work with diverse individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
• Ability to analyze issues and create action plans.
• Ability to collaborate and communicate effectively with internal and external stakeholders.
• Ability to apply critical thinking/problem solving to improve work processes.
• Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
• Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
• Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills. 

Working Conditions and Physical Requirements

• Work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Must possess the physical ability to work primarily with fingers, perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: handling, hearing, manual dexterity, mental acuity, reaching, repetitive motion, speaking, talking, visual acuity, and walking.