Lead Administrative Assistant

Lead Administrative Assistant

Provides leadership, organizational support, and clerical assistant within the school office to ensure efficient daily operations and a supportive environment for students and staff.

Essential Functions:

• Provide comprehensive administrative support to Building Principal and designated staff to ensure efficient daily operations.
• Maintain a welcoming, professional atmosphere while providing information and direction to visitors, students, and staff.
• Manage and update student information records across multiple software platforms, ensuring data integrity and confidentiality.
• Coordinate building-wide events and processes, including kindergarten registration, student assessments, parent-teacher conferences, and before/after school programs.
• Design, generate, and analyze computer-based reports to support data-driven decision making for building leadership.
• Oversee and direct clerical staff to ensure all assigned tasks and duties meet the overall building needs as determined by the Building Principal.
• Facilitate building financial operations by maintaining budgets, processing payments, expediting orders, collecting fees, and managing bank deposits in accordance with district policy.
• Process payroll-related documentation, including absence reports and timecards for certified and non-certified staff.
• Reconcile staff absences with substitute and employee management systems and coordinate the daily placement of building substitutes.
• Develop and update the building website, informational publications, and daily announcements to ensure effective community communication.
• Enforces security measures and communicate emergency and evacuation protocols to ensure a safe environment.
• Assist with the coordination of state and district testing procedures and provide technical support to staff and families as needed.
• Support the health office by referring first aid situations and assisting in the processing of staff accident reports.
• Collaborate with custodial staff regarding the building calendar and equipment usage schedule.
• Maintain strict confidentiality of all sensitive student, staff, and financial information in accordance with district and program policies.
• Perform other duties and responsibilities as assigned.

Qualifications:

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.

Education and Experience: Bachelor's degree in related field preferred. High school diploma or GED and training and/or experience in related field required.

Required Certificates, Licenses, and Registrations: Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation. N/A

Required Knowledge: Proficiency with software data management, including databases and work processing applications. Knowledge of confidentiality requirements and data privacy protocols with a large, complex organization. Understanding of administrative and clerical procedures necessary for efficient building operations.

Required Skills: Excellent written and verbal communication skills with a strong professional work ethic. Strong organization skills with the ability to manage multiple tasks and competing priorities simultaneously. Strong interpersonal skills and the ability to maintain a welcoming atmosphere for all stakeholders.

Physical/Mental Requirements: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in an office setting and stamina to sit for extended periods; ability to stand, walk, reach with hands and arms, and occasionally stoop, kneel, or crouch; strength to frequently lift or exert force up to 10 pounds and occasionally lift materials or equipment weighing up to 50 pounds; use of hands to finger, handle, or feel for extended periods to perform data entry and administrative tasks; visual ability to read printed materials and computer screens with normal corrected vision; hearing and verbal communication skills to talk and hear effectively in person and over the telephone; and mental alertness to manage multiple priorities, follow complex procedures, and respond professionally to changing building needs.

Working Environment: Work is primarily performed in an office environment with moderate noise levels, with occasional exposure to outdoor weather conditions.