Administrative Assistant - ECPS

Elbert County Primary School; Elberton (GA); On-site; USD 25,000 - 36,000; Full time

Job summary

Elbert County Primary School in Elberton, GA seeks an Administrative Assistant for the ECPS division operating on a 210-day schedule. The role provides clerical support to the principal, handles communications and records, coordinates schedules, and maintains a welcoming school office environment.

The position is non-contracted but salaried, with duties spanning attendance, data entry, basic bookkeeping, and coordination with staff, students, parents and vendors.

Qualifications

• High School diploma or equivalent.
• 1-3 years of experience in administrative clerical or receptionist roles.
• Proficiency in Google and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Friendly and professional demeanor with strong customer service skills.
• Ability to handle confidential information with discretion.
• Experience with office management software and scheduling tools is a plus.

Responsibilities

• Greet and welcome visitors, clients, and employees with professionalism and a friendly attitude.
• Answer, screen, and forward incoming phone calls in a polite and efficient manner.
• Maintain a clean and organized reception area.
• Handle incoming and outgoing mail, packages, and courier services.
• Manage visitor logs and issue visitor passes as needed.
• Assist in scheduling meetings, appointments, and conference calls.
• Prepare and distribute correspondence, emails, reports, and other documents.
• Maintain and update office records, databases, and filing systems.
• Order and manage office supplies and inventory as requested.
• Coordinate travel arrangements and accommodations for staff when required.
• Assist with special projects, data entry, and document preparation as needed.
• Enforce office policies and procedures to maintain a professional work environment.
• Interaction with a variety of staff, clients, and vendors in a positive manner.
• Provides administrative support by performing a variety of secretarial/clerical functions.
• Maintains confidentiality regarding school matters.
• Maintains an orderly accounting filing system whether electronically or paper
• Performs other tasks consistent with goals and objectives that support the vision and mission of the Elbert County School System.

Skills

Communication skills

Organizational skills

Microsoft Office

Google Workspace

Receptionist experience

Confidential handling

Education

High School diploma

1-3 years admin clerical experience

Tools

Google Workspace

Microsoft Office

Job description

Elbert County School District Elbert County Primary School - Elberton, Georgia

Administrative Assistant - ECPS

Job Description

JOB DESCRIPTION

SCHOOL ADMINISTRATIVE ASSISTANT / 210 Day

REPORTS TO: School Principal

FLSA STATUS: Non-Exempt

SUPERVISES: n/a

POSITION STATUS: Non-Contracted / Salaried

EVALUATION: Position evaluated by Principal

WORK YEAR: 210 days / 40 hours per week

EVALUATION INSTRUMENT: Local

SALARY SCHEDULE: School Clerical

RETIREMENT: TRS

VACATION: No

TERMS OF EMPLOYMENT:

• Salary and benefits shall be paid according to system’s approved salary schedule.

• Length of work year and hours of employment shall be those established by the system.

• A service employee who is employed in a non-certificated position; who is eligible to participate in the Teachers Retirement System or its local equivalent; and who works at least 24 hours a week will be eligible for health insurance.

• Any non-Teacher Retirement System (TRS) eligible employee will have a FICA deduction.

QUALIFICATIONS:

• High School diploma or equivalent
• 1-3 years of experience in administrative clerical or receptionist roles.
• Proficiency in Google and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Friendly and professional demeanor with strong customer service skills.
• Ability to handle confidential information with discretion.
• Experience with office management software and scheduling tools is a plus.

KNOWLEDGE, SKILLS AND ABILITIES:

Considerable knowledge of the operations and functions of the school system. Considerable knowledge of business English, spelling, and arithmetic. Considerable knowledge of the principles and practices of administrative secretarial work, including writing, editing, and publishing communications. Ability to interpret rules, regulations, and policies, and to use mature judgment in making decisions. Ability to establish and maintain effective and professional working relationships with the district office, employees, and the public. Knowledge of computers and their operation and ability to use designated software. Considerable knowledge of the principles and practices of bookkeeping and the ability to apply this knowledge to work situations. Considerable knowledge of the laws, rules, and regulations controlling budget and internal record keeping activities. Ability to prepare complete and accurate accounting records and statements. Ability to keep complex records, to assemble and organize data and to prepare reports from such records. Ability to express oneself clearly and concisely, orally and in writing. Ability to operate a calculator and other standard office machines.

JOB GOAL:

To support the effective and efficient operation of the school office by providing high-quality administrative assistance to staff, students, and parents. This includes managing communications, maintaining accurate records, coordinating schedules, and fostering a welcoming and organized school environment that enhances the overall educational experience.

PERFORMANCE RESPONSIBILITIES:

• Greet and welcome visitors, clients, and employees with professionalism and a friendly attitude.
• Answer, screen, and forward incoming phone calls in a polite and efficient manner.
• Maintain a clean and organized reception area.
• Handle incoming and outgoing mail, packages, and courier services.
• Manage visitor logs and issue visitor passes as needed.
• Assist in scheduling meetings, appointments, and conference calls.
• Prepare and distribute correspondence, emails, reports, and other documents.
• Maintain and update office records, databases, and filing systems.
• Order and manage office supplies and inventory as requested.
• Coordinate travel arrangements and accommodations for staff when required.
• Assist with special projects, data entry, and document preparation as needed.
• Ensure office equipment (printers, copiers, phones, etc.) is functioning properly and coordinate maintenance when necessary.
• Support HR and other departments with onboarding new employees and maintaining employee records.
• Assist in organizing company events, meetings, and training sessions.
• Enforce office policies and procedures to maintain a professional work environment.
• Interaction with a variety of staff, clients, and vendors in a positive manner.
• Provides administrative support by performing a variety of secretarial/clerical functions.
• Maintains confidentiality regarding school matters.
• Maintains an orderly accounting filing system whether electronically or paper
• Performs other tasks consistent with goals and objectives that support the vision and mission of the Elbert County School System.
• Performs other duties as assigned.
• Regularly, predictably and reliably at work.
• Ability to be present at the physical work site
• Meets the certification requirements of the school system

Manage Employee Absences if assigned

25. Serves as site administrator for Absence Management (AESOP) & Time and Attendance systems.

26. Maintains accurate teacher and employee attendance records in the Absence Management system.

27. Secures substitute teachers and paraprofessionals as needed.

28. Follows work scheduling and attendance requirements in a regular, predictable and punctual manner.

Bookkeeping Duties if assigned

29. Counts and receipts all monies; assists with daily deposits to the bank.

30. Processes payments on accounts as they become due.

31. Enters all transactions into computer, posting in multiple accounts if requested

32. Maintains accurate paper trail on all transactions for auditing purposes and accurate/current account balances on each fund.

33. Submits requisitions and receipts in accordance to district procedures in a timely manner

34. Submits end of month, quarterly, and yearly reports to Chief Financial Officer as requested

35. Process purchase orders; review check requests for proper documentation; prepare checks to pay bills; post ledgers, and maintain balanced accounts.

36. Maintains file on all purchase orders, verifies receipt of materials against packing slips.

37. Collects students fines and deposit in correct accounts; keep documentation

38. Prepares all required reports and maintains all appropriate records.

39. Provides information to the accounts payable department and Chief Financial Officer as requested.

Data Clerk Duties if assigned

40. Enters and maintains accurate student data, including personal, attendance, academic, and behavioral records, as required for state, system, and school reports.

41. Generates a variety of student reports, such as enrollment and attendance records, class rosters, report cards, schedules, and Full-Time Equivalency (FTE) reports.

42. Maintains student scheduling for all terms, ensuring accurate placement in courses.

43. Manages student enrollment, transfers, and withdrawals, ensuring records are up to date.

44. Maintains records of student grades and absences for students’ permanent files.

45. Ensures student fines are paid and updates financial obligations in student records.

46. Prepares student honor roll lists and graduation lists, including class rank and averages.

47. Maintains accurate and current transportation data as required.

48. Assists in investigating student attendance issues and communicates with parents as needed.

49. Processes and transmits transcripts and other official student documents.

50. Runs grade verification reports for teachers to ensure accuracy.

51. Ensures students have proper registration materials and enters new students into the system database.

52. Works closely with the System Student Information Coordinator to ensure data accuracy.

53. Assists teachers and administrators with student information system inquiries.

54. Assists in the school office as needed.

55. Responds to inquiries in a timely and professional manner.

56. Demonstrates initiative in identifying potential issues or opportunities for improvement.

57. Attends staff meetings and professional learning opportunities as appropriate.

Athletic Department Duties if assigned

58. Processing Accounts Payables and Receivables along with monthly financials for athletic accounts.

59. Assist coaches with individual sports’ banquets (Fall, Winter and Spring)

60. Assign reserve seating and work with the True Blue Athletic Boosters.

61. Planning and organizing the annual physical day.

62. Schedules appointments, meetings and reserves facilities for teams and community members.

63. Maintain files and records included but not limited to (eligibility, gender equity, required participation forms).

64. Prepares and expedites purchase orders as assigned.

65. Orders, distributes, and keeps an inventory of supplies within the assigned department.

PHYSICAL REQUIREMENTS:

Light Work: Exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently as needed to move objects.

All employees are required to submit to a criminal record check. The Elbert County School System does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, or sexual orientation in any of its employment practices, educational programs, services or activities. The Elbert County School System is an Equal Opportunity Employer.

Job Description / July 2025

Position Type: Full-Time

Salary: $24,990 to $36,330 Per Year

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Christy Hart , Principal
• Elbert County Primary School
• Phone: [phone]
• Email: [e-mail]

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