School Administrative Assistant Jobs

About The Position

Requirements

• High school graduation or equivalent.
• Minimum of three years of administrative secretarial experience.
• Proficiency in Microsoft Office Suite and Google Suite.
• Exceptional interpersonal and communication skills, including a pleasant telephone manner.
• Ability to interact professionally with a diverse clientele.
• High degree of integrity and confidentiality regarding student records, employment records, and department issues.
• Detail-oriented, self-motivated, and able to work collaboratively.
• Ability to handle multiple complex tasks with minimal supervision.
• Ability to work with frequent interruptions and maintain emotional control under stress.

Nice To Haves

• College credits with office skills training or equivalent business school training.
• Bookkeeping experience.
• Experience in public education settings.
• Knowledge of school district organization, operations, administrative policies and procedures, business practices, and procurement procedures.
• Experience with eFinance Plus and Laserfiche.

Responsibilities

• Prepare correspondence, forms, and reports for the Director of Fine Arts.
• Maintain physical and computerized files.
• Assist teachers with procurement of supplies and repairs.
• Prepare purchase orders for middle and high school music, theatre, and dance programs and for the Director of Fine Arts.
• Process consultant agreements and follow up with consultants and Fine Arts campus directors through completion.
• Maintain financial and budget records.
• Reconcile budget reports for departmental accounts, including school accounts for middle and high school music and dance programs.
• Assist with preparation for special activities and meetings.
• Assist teachers with questions about general district policies and department procedures.
• Assist teachers with travel arrangements, including travel forms, travel advancements, and field trip requests.
• Track and submit Color Guard and Fine Arts Long-Term Substitute timesheets and Extra Duty Pay.
• Process and track Capital Outlay purchases.
• Assist with background checks on Fine Arts consultants.
• Request new vendors and submit W-9 forms.
• Process payroll for Fine Arts employee supplemental pay.
• Maintain office supply inventory and order supplies as needed.
• Answer incoming calls, take reliable messages, and route calls to the appropriate staff member.
• Greet and assist visitors with inquiries.
• Maintain the confidentiality of information.
• Process and respond to emails in a timely manner.
• Perform other duties as assigned by the Director of Fine Arts.
• Maintain regular and reliable attendance.