Administrative Assistant - Elementary School

Description

The Elementary School Administrative Assistant is responsible to the Elementary Principal and works closely with the faculty, staff, students and parents. The Administrative Assistant must be a sensitive and mature individual who is able to communicate and relate well to both children and adults. This person should project a professional appearance at all times and have the personality and ability to provide leadership and stability in the program. The responsibilities of this position include:

Responsibilities to the Elementary School Office include:

• Maintain accurate financial records and complete all purchasing and coding for billing in the Elementary School
• Collect and record all financial deposits for submission to the Business Office
• Complete all ordering and purchasing for curriculum, classroom supplies, student supplies, and office supplies
• Maintain accurate records for admissions in the Elementary School
• Manage spending of Elementary School petty cash and submit monthly reconciliation report to Business Office
• Process and code monthly credit card transactions and ensure all charges are accurately recorded
• Submit smart tuition billing to the Business Office for incidental charges
• Assist with Title II and professional development for the elementary school
• Provide accurate and timely information in person and via telephone and email
• Make appointments and coordinate schedules for Elementary School administrators
• Type and send correspondence sent from Elementary School administrators, as appropriate 
• Assist with typing of materials such as curriculum documents, handbooks, class rosters, and various schedules, as appropriate 
• Maintain accurate student records, obtaining records for new students and creating cumulative files, scanning and uploading former student records into system
• Process field trip requests, permission forms, and payments for elementary field trips
• Enroll students in classes in student information system
• Assist with elementary events
• Receive, sort, and distribute mail
• Multitask and manage time appropriately with ability to prioritize necessary tasks
• Provide support for administrators in emergency situations as noted in the emergency management plan
• Be resourceful and proactive when issues arise
• Present professional manner and appearance at all times
• Maintain confidentiality

Responsibilities to Faculty/Staff include:

• Coordinate substitute assignments and assist with sign in and getting materials needed for the day
• Maintain accurate records for faculty and staff absences in Paylocity and submit a reconciliation report to the Business Office each month
• Provide faculty with school forms and assist in completing forms when necessary
• Assist in preparing materials for building level meetings
• Assist with various supervisory duties
• Assist in classrooms when needed
• Value and support members of the school
• Maintain the workroom space in the Elementary School and keep supplies stocked

Responsibilities to Students include:

• File and maintain student records, including test scores, progress reports, conference notes, applications, etc.
• Maintain confidentiality

Responsibilities to Parents include:

• Provide information to parents regarding the school or direct them to the appropriate person for answers
• Assist parent volunteers as needed

Perform other duties as requested by Elementary School administrators or Head of School.

Requirements

Required Qualities, Knowledge, Skills and Abilities:

• Display a love for the Lord; support the mission of CAK and possess a sincere, outgoing desire to serve all those associated with CAK
• Regularly attend and actively participate in a local Christian church
• Basic word processing, spreadsheet and database skills
• Ability to operate office technology including use of computers, copiers, printers, iPads, etc
• Knowledge of organizational procedures to maintain office efficiency
• Ability to communicate effectively, both orally and in writing
• Working knowledge of school: mission, philosophy, day-to-day operations
• Ability to work well with others, including administrators, faculty, staff, students, parents, and the community
• Demonstrate flexibility during busiest times of the year and when unexpected tasks arise