Administrative Assistant (BTWLC) - 2026-27

#386600

Job Description
Position Title: Administrative Assistant
Department: School
Reports To: Principal
Work Schedule: 11-Month Employee
FLSA Status: Non-Exempt
Salary Grade: Grade 58

This position is to assist in the transition of merging campuses. This position will end at the end of the 2027-2028 school year.

Position Summary
The Administrative Assistant supports the daily operations of the school by providing organizational, clerical, and logistical assistance. This role works collaboratively with the bookkeeper and administrative team to ensure efficient school operations, effective communication, and a welcoming environment for students, staff, families, and community partners. The position also supports key data management functions to ensure accuracy in student records and reporting.

Qualifications

• High School Diploma
• Possess a general knowledge of computers, computer commands, peripherals, various operating systems and troubleshooting hardware and software problems.
• Preferred
• • Two years of college or technical school OR three to five years of experience working in a school office or school environment.

Front Office & Communication

• Answer and direct incoming phone calls in a professional and timely manner
• Greet and assist visitors, students and staff in the front office
• Provide general information and support to families and community members
• Assist with school-wide communication as needed

Operational & Administrative Support

• Support daily school operations to ensure smooth and efficient functioning
• Assist with organizing schedules, materials and documentation
• Maintain accurate records and assist with data entry as needed
• Collaborate with administration and office staff to prioritize tasks and needs

Data Management & Student Information Support

• Maintain and update student information systems with accuracy and confidentiality
• Monitor and track daily student attendance, including absences and tardies
• Communicate attendance concerns and support follow-up processes with families and staff
• Assist with the preparation and distribution of report cards and progress reports
• Support data entry and verification for student records, enrollment and withdrawals
• Generate basic reports related to attendance, student data and school needs
• Ensure compliance with district and state reporting requirements

Financial & Bookkeeping Support

• Assist the bookkeeper with financial processes, including handling money, receipts and deposits
• Support tracking and documentation of school funds
• Help maintain accurate and organized financial records in compliance with district procedures

Timekeeping & Personnel Support

• Assist with staff time sheets and ensure accuracy and timely submission
• Support substitute coordination, including securing sub bus drivers and assisting with coverage needs
• Communicate with staff regarding timekeeping and coverage as needed

Field Trips & Event Coordination

• Coordinate logistics for field trips, including paperwork, communication and scheduling
• Ensure all required forms and documentation are completed and submitted
• Support planning and organization of school events and activities

Community Outreach & Partnerships

• Assist with communication and coordination with community partners
• Support outreach efforts to engage families and the community
• Help organize and promote school events and initiatives

Safety & Compliance Support

• Assist with completing and documenting the monthly school safety checklist
• Support organization of safety documentation and compliance records
• Collaborate with administration to ensure safety procedures and expectations are upheld

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements:Must be able to use a variety of office equipment such as computers, scanners, and copiers. Must be able to communicate effectively. At times requires the ability to lift, carry, push, pull or otherwise move objects up to ten pounds. Due to the amount of time spent standing and/or walking, physical requirements are consistent with those for sedentary work.

Work Environment: Must be able to work in a school or office environment and come into direct contact with school system staff, students, parents, external agencies, vendors, and the community.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees for this job.