Weber Innovation High - Head Administrative Assistant (30596)

Title: Secondary Head Administrative Assistant

Calendar/Contract: 250 Days

Salary Schedule: Lane 7 of the Administrative Assistants Salary Schedule
Hours: 8.0 hours/day | 40.0 hours/week

Benefits-Eligible: As outlined in the Benefits Guide

FLSA Status: Non-exempt

Application Note:
This position will remain open until filled after a minimum of five working days (three working days if EMERGENCY HIRE is indicated). Applications will be reviewed prior to scheduling interviews. Current employees should complete the internal candidate application.

Purpose Statement

This Head Administrative Assistant position is also a Director Administrative Assistant position. It 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 requirements. The Head Administrative Assistant at Weber Innovation Center oversees daily office functions and supports a positive, efficient school environment and works with the Director of PCBL and Innovation Center.

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.
• Manages the Training Room calendar to schedule district meetings and training events.
• Processes student payments, bills, and all other bookkeeping duties associated with student accounts.
• Assists in backing up the attendance secretary with student attendance.

Attendance is an Essential Function of this Position

• Physical presence at the worksite is an essential function of this position. The role requires in-person collaboration, direct interaction with team members, other staff, students, and/or guardians, and access to on-site equipment and resources.

Other Functions

• Working with WSD to set up all District Trainings located at Weber Innovation Center.
• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• 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.

Physical Requirements

The following physical requirements are representative of those that must be met to successfully perform the essential functions of this position, with or without reasonable accommodations:

• Ability to sit, stand, walk, and move throughout the school and office environment.
• Ability to perform repetitive motions such as typing and filing.
• Ability to lift and carry materials and supplies weighing up to approximately 25 pounds.
• Ability to speak clearly and hear effectively for communication in person, by phone, and electronically.
• Ability to see well enough to read documents, computer screens, and visual displays.

Work Environment

• Work is primarily performed in a school office setting with frequent interaction with students, staff, parents, and visitors.
• The environment may involve interruptions, multiple priorities, and deadlines.
• Noise levels may vary and include typical school activity during operational hours.
• This position follows the designated school calendar and extended-year schedule.

Weber School District has the right to revise this position description at any time.

WEBER SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY (EEO) EMPLOYER