Wahlquist Jr High - Head Administrative Assistant (28661) [Internal]

A position has been declared open in the Weber School District for a Head Administrative Assistant. This position is for 8.00 hours per day, 250 days (12 months) per year, is compensated according to Lane 6(N) of the Administrative Assistants Salary Schedule, and is eligible for benefits.

**ONLY CURRENT EMPLOYEES OF WEBER SCHOOL DISTRICT NEED APPLY**

**INTERESTED CURRENT EMPLOYEES OF WEBER SCHOOL DISTRICT: ENSURE YOU ARE MARKED AS AN INTERNAL CANDIDATE TO HAVE ACCESS TO THE INTERNAL APPLICATION. CLICK HERE FOR A GUIDE (WSD SSO REQUIRED)**

Applicants may apply on wsd.schoolspring.com. Files will be reviewed before interviews are scheduled.

THIS POSITION WILL REMAIN OPEN UNTIL FILLED, AFTER A MINIMUM OF 5 WORKING DAYS

Purpose Statement

The Head Administrative Assistant position is established to provide comprehensive administrative and operational support to the secondary school principal and site administrators. This position serves as the central point of contact for school office operations, ensuring effective communication, compliance with district policies and procedures, and adherence to financial, legal, and administrative requiremets. The Head Administrative Assistant oversees daily office functions and supports a positive, efficient school environment.

This position reports directly to the school administration.

Essential Functions

The following essential functions are not exhaustive and may be supplemented as needed:

• Compile, organize, and analyze data from a variety of sources (e.g., financial transactions, attendance records, work orders, purchase requests, inventories) to ensure compliance with financial, legal, and administrative requirements.
• Coordinate and manage school programs, activities, and events (e.g., building use, textbook ordering, meetings, conferences, budget expenditures) in accordance with established district and school guidelines.
• Maintain accurate and confidential records and files (both electronic and manual), including administrative documents, personnel files, and office procedures, to ensure accessibility, accountability, and audit readiness.
• Maintain inventories of office supplies, equipment, and materials; initiate purchasing and repair requests to ensure continued availability and functionality.
• Monitor account balances and financial activity (e.g., general fund budgets, expenditures, purchase orders) to maintain accurate financial records and support responsible fiscal management.
• Supervise and provide direction to office staff, student assistants, and volunteers to ensure established procedures are followed and service demands are met.
• Prepare reports and written materials (e.g., budgets, correspondence, handbooks, meeting minutes, memoranda) to document activities and convey information effectively.
• Process and distribute documents and forms (e.g., purchase orders, substitute reports, time sheets, work orders) accurately and in a timely manner.
• Respond professionally to inquiries from staff, students, parents, district personnel, and external agencies in person, by phone, and in writing.
• Provide direct administrative support to the principal and assigned administrators to facilitate efficient school operations.
• Provides supervision and guidance to office staff to ensure efficient, professional, and compliant front-office operations.

• Oversees and provides day-to-day direction to office staff, student assistants, and volunteers to ensure consistent procedures, effective coverage, and efficient office operations.

   

Other Functions

• Assist other school or district personnel as needed to support overall school operations.
• Perform additional duties as assigned by administration.

Job Requirements and Minimum Qualifications

• Must be able to operate standard office equipment including pertinent software applications; planning and managing projects; performing basic bookkeeping; and preparing and maintaining accurate records.
• Must have knowledge of concepts of grammar and punctuation; bookkeeping principles; business telephone etiquette; common office machines; and office methods and practices.
• Must be able to communicate with diverse groups; establishing and maintaining effective relationships with children; maintaining confidentiality; meeting deadlines and schedules; setting priorities; and working with constant interruptions.
• Experience: Previous related experience with increasing levels of responsibility is required.
• Education: High school diploma or equivalent is required.

Required Skills, Knowledge, and Abilities (SKAs)

Skills

• Proficient in using standard office equipment and software applications, including word processing, spreadsheets, databases, and student information systems.
• Strong organizational, time management, and multitasking skills.
• Effective written and verbal communication skills.

Knowledge

• Knowledge of office procedures, record-keeping practices, and basic bookkeeping principles.
• Working knowledge of grammar, spelling, punctuation, and business correspondence standards.
• Familiarity with school district policies, procedures, and confidentiality requirements (FERPA).

Abilities

• Ability to communicate and work effectively with diverse populations, including students, staff, parents, and community members.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to prioritize tasks, meet deadlines, and adapt to frequent interruptions in a fast-paced environment.
• Ability to work independently and collaboratively as part of a team.