2025-2026 Administrative Assistant (190 Days)

ESC Region 11•Westlake, TX

About The Position

Under the general supervision of the Administration and Accountability Director, the Administrative Assistant will perform a variety of administrative and financial support duties in the Administrative offices of Westlake Academy. This includes managing clerical tasks, maintaining accurate records, assisting with budgeting and financial documentation, and supporting office operations. The role requires the ability to work well with others and provide courteous and professional service to students, faculty, staff, parents, and the general public.

Requirements

High School Diploma or GED
Two (2) years clerical experience
Must be legally able to work in the United States.
Must complete the state-required fingerprinting and criminal background check.
Must comply with TEA regulations, applicable federal, state, and local laws, school policies, and standards of the Professional Code of Ethics and Standard Practices for Texas Educators.
Ability to maintain accurate and auditable records.
Ability to maintain confidentiality of student records.
Ability to work cooperatively with others.
Must display strong organizational, communication, and interpersonal skills.
Must be able to multi-task and prioritize.
Must be able to work autonomously as well as a member of a team.

Nice To Haves

Associate’s degree preferred.
School office experience preferred.

Responsibilities

Perform various administrative tasks, as assigned.
Maintain office calendar to coordinate workflow and meetings for the Master Calendar, Administrative Calendar, and the Principal’s calendars.
Maintain confidentiality with information related to students, faculty/staff, employees, volunteers, and the general operations of Westlake Academy.
Provide general administrative support to Principals and Administrative Director.
Interact courteously and professionally with students, faculty/staff, parents, and the general public.
Answer telephones courteously and professionally and transfer calls to appropriate extensions.
Open, sort, and distribute incoming correspondence, including mail, packages, and faxes.
Prepare correspondence in response to routine or generalized inquiries.
Perform general clerical duties, including copying, faxing, mailing, and filing.
Collect, file, and retrieve organizational documents, records, and reports.
Coordinate and maintain records for Academy students, faculty/staff, office/classroom space, telephones, parking, credit card(s), and keys.
Assist with financial administration, including bookkeeping, budget preparation, financial reporting, purchase orders, and invoices.
Create and modify documents such as purchase orders, invoices, reports, memos, letters, and financial statements using word processing, spreadsheet, database, and/or other presentation software such as Microsoft Office.
Manage/update student information and create reports as necessary.
Perform necessary tasks within the AESOP automated substitute teacher management system and assist in obtaining substitutes.
Conduct research, compile data, and prepare papers for consideration and presentation to students, faculty/staff, and the Board of Trustees.
Schedule and coordinate meetings and conferences.
Make travel arrangements for students, faculty/staff, and Board of Trustees, as necessary.
Collect and maintain an inventory of office furniture, equipment, and supplies.
Research prices, obtain bids, prepare purchase orders, and procure necessary items in accordance with established policies and procedures.
Arrange for the repair and maintenance of office equipment.
Support faculty/staff in project-based assignments.
Supervise volunteers, independent contractors, and other support personnel when required.
Assist in special events, such as registration, fundraising activities, outreach programs, and community events.
Performs other duties as assigned by the Director of Accountability or Head of School.