Administrative Assistant III, Job 24-0859 FA

This is an 8.0 hour per day, 203 days per year Administrative Assistant III position with benefits at Fairmount Elementary School. Anticipated start date will be May 12, 2025.

Hours of work for this position are 7:30 a.m. - 4:00 p.m.

Preferred Qualifications: Experience in an elementary school setting.

JOB TITLE: Administrative Assistant III - Elementary

CLASSIFICATION: Office/Accounting - MACP

REPORTS TO: Principal

JOB SUMMARY:

The Administrative Assistant III is responsible for coordinating the operation of the school office. Duties include providing clerical and bookkeeping services for the principal and a variety of support services for staff, students, parents and community members.

PERFORMANCE RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

• Provide secretarial services including letter composition, schedule appointments and conferences, analysis of information, maintenance of databases, preparation of district reports, sort and distribute mail and interoffice mail deliveries daily.
• Data entry, copy, collate, sort, and file documents, including the use of List Serve and the school webpage.
• Establish and maintain professional interactions with students, staff, parents and the general public. Greet the public, answer phones, assist with student and staff needs, and respond to inquiries from students, parents, staff and general public daily.
• Develop and maintain an organized office including record management, an effective filing system, maintain accessibility of information, prioritize tasks and complete tasks in a timely manner, and provide for record maintenance and retention management in compliance with district policy and state guidelines.
• Assist with front desk coverage to maintain continuity of office services.
• Maintain student files and records including student registration, enrollment, attendance, placement, and supervision of student records.
• Monitor the general fund and ASB fund; prepare bank deposits, receipt and reconcile funds. Under the direction of the school principal, track and maintain current records of building and ASB budget balances and use appropriate account codes for programs. Reconcile budget balances and prepare related reports monthly.
• Process requisitions and purchase orders; monitor and track the use of procurement card purchases; track and reconcile the imprest fund; manage supply orders, distribution, and inventory. Maintain and rotate inventories on a regular basis.
• Assist the principal with scheduling regular building personnel and/or substitute employees for special events and/or building activities. Coordinate parent and community volunteers.
• Work with the substitute services facilitator to schedule substitute employees daily.
• Maintain records of all employee absences; collect regular and substitute employee timesheets. Verify accuracy of timesheet documentation, including account codes, and submit to the payroll department on a regular basis.
• Assist the principal with scheduling the use of school facilities by community members and organizations.
• Provide first aid to injured or ill students as appropriate; may track and dispense authorized student medication as required.
• Support administration with daily building needs including maintenance and emergency drills.
• Comply with District Policies.
• Perform other duties as required or assigned by the principal for the purpose of maintaining an organized and efficient environment.

JOB REQUIREMENTS: MINIMUM QUALIFICATIONS

Skills, Knowledge and Abilities required to satisfactorily perform the functions of the job.

• Skill and ability to effectively communicate.
• Ability to exercise discretion and maintain trust and confidentiality.
• Ability to develop professional and positive relationships with others.
• Skill and ability to follow and give written and verbal instructions.
• Skill and abilities of effective organization and efficiency.
• Skill and abilities of accuracy and attention to detail.
• Knowledge and ability to successfully use basic math and write routine documents using correct spelling, grammar and punctuation.
• Skill and ability with operating office equipment which may include telephone, computer, typewriter, calculator, copier, and media equipment.
• Knowledge of and ability to use various software programs related to job responsibilities.
• Ability to complete multiple tasks simultaneously with frequent interruptions.
• Ability to maintain consistent presence at assigned worksite and regularly work assigned hours.
• Knowledge of and ability to use the Zangle Student management system and scheduling skills, preferred.

Education:

• High school diploma or its equivalent.
• College degree and/or additional training beyond high school preferred.

Experience:

• Word process with accuracy at 60 w.p.m.
• Five (5) years of applicable office or clerical experience, including office management (preferably in a public school setting.) Vocational or technical clerical training may substitute for work experience.
• Previous school district experience preferred.

PHYSICAL REQUIREMENTS: Administrative Assistant III – Elementary

Mukilteo School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Coordinator and Title IX Coordinator Simone Neal (425-356-1319), NealSR@mukilteo.wednet.edu, Section 504 Coordinator Becca Anderson (425-356-1277), AndersonRA@mukilteo.wednet.edu, and the ADA/Access Coordinator Karen Mooseker (425-356-1330), MoosekerKW@mukilteo.wednet.edu. Address: 9401 Sharon Drive in Everett, WA. Inquiries regarding ADA/Access issues at Sno-Isle TECH Skills Center should be directed to Wes Allen, Director (425-348-2220) AllenWR@mukilteo.wednet.edu. Address: 9001 Airport Road in Everett, WA 98204.