District Office - Elementary Education Head Administrative Assistant SY2526 (26320)

A position is open within the Weber School District for the role of Elementary Education Head Administrative Assistant, located at the District Office. This is a full-time, 12-month position (250-day schedule), working 8.00 hours per day. This position is paid according to Lane 7 of the Administrative Assistants Salary Schedule.

Applicants shall apply at wsd.schoolspring.com. Files will be reviewed prior to interviews being scheduled. 

THIS POSITION WILL REMAIN OPEN FOR A MINIMUM OF 5 DAYS OR UNTIL FILLED.

General Description

The Elementary Education Head Administrative Assistant provides confidential, high-level administrative support to the Director and Assistant Director of Elementary Education. This position plays a key role in facilitating effective communication with elementary principals, district staff, external agencies, and the public.  The role requires strong coordination and organizational skills to support efficient and consistent administrative operations. Responsibilities include managing daily workflows following established procedures, tracking and reporting budget expenditures to ensure fiscal accountability, and collaborating regularly with other departments. This position offers meaningful opportunities to contribute to and support district-wide initiatives.

Essential Functions

• Prepare and format professional documents (e.g., executive correspondence, memos, agendas, minutes, handbooks, reports) to communicate key information to district and school personnel.
• Draft and distribute written communications that reflect departmental activities and essential updates.
• Maintain accurate documentation and records (e.g., purchase orders, P-cards, supply logs) in compliance with district, state, and federal requirements.
• Develop and maintain organized files, records, and calendars aligned with district and state regulations.
• Monitor, replenish, and manage supplies to ensure efficient and uninterrupted office operations.
• Manage confidential clerical tasks such as record-keeping, budget tracking, and inventory management.
• Adapt to changing work priorities while maintaining attention to detail and meeting established deadlines.
• Coordinate schedules, events, and programs for the Elementary Education Director and Assistant Director, including meetings, workshops, and travel arrangements.
• Support department-wide events and initiatives through detailed logistical and scheduling assistance.
• Monitor accounts receivable, accounts payable, and related financial data to verify accuracy, ensure revenue generation, and maintain compliance with budgetary and fiscal policies.
• Gather, compile, and analyze financial and administrative data to support informed decision-making.
• Oversee reimbursements and stipends for Elementary Education Administrative Interns (e.g., quarterly mileage reimbursements, cell phone stipends).
• Evaluate and triage situations involving staff, students, and families, ensuring appropriate referrals and follow-up actions by designated personnel.
• Provide support and training to school-based administrative staff to promote consistency and efficiency across elementary schools.
• Work closely with DCFS to provide timely and accurate information regarding students, parents, school attendance, and schedules.
• Support the Elementary Education Department with various administrative responsibilities and special projects.
• Collaborate effectively with diverse groups and contribute positively as part of a team.
• Assist other personnel as needed to support collaborative efforts and department-wide objectives.
• Perform other duties as assigned in support of department goals and district initiatives.

Minimum Qualifications

Skills

• Proficiency in office software (e.g.,Google Workspace).
• Strong organizational and project management skills.
• Accurate recordkeeping and data entry.
• Ability to operate standard office equipment.

Knowledge

• Understanding of school district operations, administrative processes, and professional communication protocols.
• Basic bookkeeping and budget tracking.
• Excellent command of English grammar, punctuation, and formatting.
• Familiarity with general office procedures and telephone etiquette.
  

Abilities

• Effectively manage a high volume of responsibilities and shifting priorities.
• Work independently and collaboratively within a fast-paced, dynamic environment.
• Handle sensitive information with professionalism and confidentiality.
• Analyze and interpret data, apply processes, and communicate clearly with diverse individuals.
• Exhibit adaptability, discretion, and strong attention to detail. 
• Demonstrate effective problem-solving skills while maintaining a calm, professional demeanor when engaging with frustrated or dissatisfied individuals.

Working Environment

The role is primarily office-based, and requires:

• Occasional lifting, carrying, pushing, or pulling.
• Frequent use of fine motor skills and computer input.

Experience

• Relevant administrative experience with increasing responsibility is preferred.

Education

• High school diploma or equivalent is required.