Administrative Assistant

JOB SUMMARY The Administrative Assistant provides comprehensive front office and operational support to building administration, ensuring efficient school operations and exceptional customer service. This position serves as the primary point of contact for students, staff, parents, and community members while managing student enrollment, records, attendance, process student fees and purchase requisitions, coordinate substitutes, and data reporting functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following statements of duties and responsibilities are intended to describe the general nature and level or work being performed by individuals assigned to this position. These statements are not intended to be an exhaustive list of all duties and responsibilities required of all personnel within this position. This organization believes that every individual makes a significant contribution to our success. That contribution should not be limited to assigned responsibilities. Therefore, this position description is designed to define primary duties, qualifications and job scope but should not limit the incumbent nor the organization to the work identified. It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of the District’s/department’s goals. Actual duties, responsibilities, frequency, and percentages may vary depending upon building assignments and other factors.

• Greet visitors, answer and direct phone calls, and respond to inquiries in a professional and friendly manner.

• Provide exceptional customer service to students, families, staff, and community stakeholders.

• Maintain a welcoming, organized, and efficient front office environment.

• Coordinate student enrollments, registrations and withdrawals.

• Maintain accurate student records including transcripts, cumulative files and required documentation.

• Ensure compliance with district, state and federal record-keeping requirements.

• Manage and update student data within the Student Information System (SIS).

• Process record requests and facilitate the transfer of student information.

• Support master scheduling, grade reporting, and student data accuracy.

• Monitor and maintain student attendance records and procedures.

• Communicate with families regarding absences and support compliance with attendance policies.

• Respond to administrative and state reporting requests with accurate and timely information.

• Analyze and verify data for accuracy and completeness.

• Manage inventory, student fees, and payment systems.

• Ensure compliance with cash handling procedures and maintain accurate financial records. • Support student activity accounts and assist sponsors with financial processes.

• Coordinate teacher substitute coverage and assist with daily staffing needs.

• Support scheduling, meetings, and general administrative needs for staff and administrative needs.

• Process purchase orders, requisitions, and supply requests.

• Maintain filing systems, correspondence, and reports.

• Manage and update school-wide calendars. • Assist in developing efficient office procedures and workflows.

• Maintain confidentiality and demonstrate high ethical standards.

• Build positive relationships with students, staff and the community. Reports to: 

JOB SPECIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities, who are otherwise qualified, to perform the essential functions.

Minimum Education and/or Experience:

• High School Diploma or GED required.

• Level One IVP Arizona Fingerprint Clearance Card.

• Minimum of 3 years of demonstrated experience in office administration.

• Other qualifications as needed by the hiring department.

Preferred Education and/or Experience:

• Experience with Infinite Campus and Visions. Knowledge, Skills and Abilities:

Knowledge Of:

• Knowledge of office management systems and procedures. Skills:

• Organizational, communication, time management, and multitasking.

• MS Office applications.

• Attention to detail.

• Problem-solving.

Core Competencies: ? Accountability ? Analytical Thinking ? Integrity ? Advocacy

PHYSICAL DEMANDS & WORK ENVIRONMENT: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit. The employee must use hands, arms and fingers to input data, handle, feel or reach; employee may occasionally push or lift up to 50 lbs. such as boxes, supplies, etc. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus, close vision, distance vision, color vision, peripheral vision and depth perception. The noise level in the work environment is moderate to loud and can vary in temperature. The nature of this position is fast-paced and may occasionally be thought of as stressful. Through interaction with the public and other district employees, the employee may encounter different scents.

ABOUT US

We have a great group of dedicated staff and hard-working students who work together to achieve academic success within in our district. Our campuses are located in Wittmann and Surprise, Arizona, where we value and invest in our local community. Our Mission is to graduate all students with the knowledge, skills, attitudes and ethics necessary to succeed in the colleges or careers of their choice. Our Vision is to provide a quality education for every student, every day.

WHAT YOU’LL LOVE ABOUT US

Our rural community offers a close-knit feel. We offer job-embedded professional development and career pathways. We have an exciting STEM program with amazing community partners. Our University partners offer discounted tuition. Discounted childcare is available for all employees.

NOTICES The statements in this job description describe the essential function and requirements as assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Job descriptions are subject to change. Employees must be able to pass a pre-employment drug test and extensive fingerprint and background check. Discrimination against an otherwise qualified individual with a disability or any individual by reason of race, color, religion, sex, sexual orientation, gender identity gender expression, age, or national origin is prohibited. Efforts will be made in recruitment and employment to ensure equal opportunity in employment for all qualified persons. NUSD is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact the district office at (623) 250-7746 at least 3 days in advance.

Salary : $40,000 - $60,000