Administrative Assistant - Elementary School

Christian Academy of Knoxville; Knoxville (TN); On-site; USD 32,000 - 42,000; Full time

Job summary

Christian Academy of Knoxville is seeking an Elementary School Administrative Assistant to support the Elementary Principal, faculty, staff, students, and parents in a faith-based school setting in Knoxville, TN. The role focuses on office operations, records, scheduling, and confidential communication across departments.

The successful candidate will manage financial records, admissions, field trips, and parent inquiries, while coordinating with the Business Office and various school teams.

Qualifications

• Display a love for the Lord; support the mission of CAK and possess a sincere, outgoing desire to serve all those associated with CAK
• Regularly attend and actively participate in a local Christian church
• Basic word processing, spreadsheet and database skills
• Ability to operate office technology including use of computers, copiers, printers, iPads, etc
• Knowledge of organizational procedures to maintain office efficiency
• Ability to communicate effectively, both orally and in writing
• Working knowledge of school: mission, philosophy, day-to-day operations
• Ability to work well with others, including administrators, faculty, staff, students, parents, and the community
• Demonstrate flexibility during busiest times of the year and when unexpected tasks arise

Responsibilities

• Maintain accurate financial records and complete all purchasing and coding for billing in the Elementary School
• Collect and record all financial deposits for submission to the Business Office
• Complete all ordering and purchasing for curriculum, classroom supplies, student supplies, and office supplies
• Maintain accurate records for admissions in the Elementary School
• Manage spending of Elementary School petty cash and submit monthly reconciliation report to Business Office
• Process and code monthly credit card transactions and ensure all charges are accurately recorded
• Submit smart tuition billing to the Business Office for incidental charges
• Assist with Title II and professional development for the elementary school
• Provide accurate and timely information in person and via telephone and email
• Make appointments and coordinate schedules for Elementary School administrators
• Type and send correspondence sent from Elementary School administrators, as appropriate
• Assist with typing of materials such as curriculum documents, handbooks, class rosters, and various schedules, as appropriate
• Maintain accurate student records, obtaining records for new students and creating cumulative files, scanning and uploading former student records into system
• Process field trip requests, permission forms, and payments for elementary field trips
• Enroll students in classes in student information system
• Assist with elementary events
• Receive, sort, and distribute mail
• Multitask and manage time appropriately with ability to prioritize necessary tasks
• Provide support for administrators in emergency situations as noted in the emergency management plan
• Be resourceful and proactive when issues arise
• Present professional manner and appearance at all times
• Maintain confidentiality
• Coordinate substitute assignments and assist with sign in and getting materials needed for the day
• Maintain accurate records for faculty and staff absences in Paylocity and submit a reconciliation report to the Business Office each month
• Provide faculty with school forms and assist in completing forms when necessary
• Assist in preparing materials for building level meetings
• Assist with various supervisory duties
• Assist in classrooms when needed
• Value and support members of the school
• Maintain the workroom space in the Elementary School and keep supplies stocked
• File and maintain student records, including test scores, progress reports, conference notes, applications, etc.
• Maintain confidentiality
• Provide information to parents regarding the school or direct them to the appropriate person for answers
• Assist parent volunteers as needed
• Perform other duties as requested by Elementary School administrators or Head of School.

Skills

Love for the Lord

Church affiliation

Office skills

Tech literacy

Organization

Communication skills

CAK mission knowledge

Team collaboration

Flexibility

Tools

Word processing

Spreadsheets

Database systems

Office equipment

Job description

Description

The Elementary School Administrative Assistant is responsible to the Elementary Principal and works closely with the faculty, staff, students and parents. The Administrative Assistant must be a sensitive and mature individual who is able to communicate and relate well to both children and adults. This person should project a professional appearance at all times and have the personality and ability to provide leadership and stability in the program. The responsibilities of this position include:

Responsibilities to the Elementary School Office include:

• Maintain accurate financial records and complete all purchasing and coding for billing in the Elementary School
• Collect and record all financial deposits for submission to the Business Office
• Complete all ordering and purchasing for curriculum, classroom supplies, student supplies, and office supplies
• Maintain accurate records for admissions in the Elementary School
• Manage spending of Elementary School petty cash and submit monthly reconciliation report to Business Office
• Process and code monthly credit card transactions and ensure all charges are accurately recorded
• Submit smart tuition billing to the Business Office for incidental charges
• Assist with Title II and professional development for the elementary school
• Provide accurate and timely information in person and via telephone and email
• Make appointments and coordinate schedules for Elementary School administrators
• Type and send correspondence sent from Elementary School administrators, as appropriate
• Assist with typing of materials such as curriculum documents, handbooks, class rosters, and various schedules, as appropriate
• Maintain accurate student records, obtaining records for new students and creating cumulative files, scanning and uploading former student records into system
• Process field trip requests, permission forms, and payments for elementary field trips
• Enroll students in classes in student information system
• Assist with elementary events
• Receive, sort, and distribute mail
• Multitask and manage time appropriately with ability to prioritize necessary tasks
• Provide support for administrators in emergency situations as noted in the emergency management plan
• Be resourceful and proactive when issues arise
• Present professional manner and appearance at all times
• Maintain confidentiality

Responsibilities to Faculty/Staff include:

• Coordinate substitute assignments and assist with sign in and getting materials needed for the day
• Maintain accurate records for faculty and staff absences in Paylocity and submit a reconciliation report to the Business Office each month
• Provide faculty with school forms and assist in completing forms when necessary
• Assist in preparing materials for building level meetings
• Assist with various supervisory duties
• Assist in classrooms when needed
• Value and support members of the school
• Maintain the workroom space in the Elementary School and keep supplies stocked

Responsibilities to Students include:

• File and maintain student records, including test scores, progress reports, conference notes, applications, etc.
• Maintain confidentiality

Responsibilities to Parents include:

• Provide information to parents regarding the school or direct them to the appropriate person for answers
• Assist parent volunteers as needed

Perform other duties as requested by Elementary School administrators or Head of School.

Requirements

Required Qualities, Knowledge, Skills and Abilities:

• Display a love for the Lord; support the mission of CAK and possess a sincere, outgoing desire to serve all those associated with CAK
• Regularly attend and actively participate in a local Christian church
• Basic word processing, spreadsheet and database skills
• Ability to operate office technology including use of computers, copiers, printers, iPads, etc
• Knowledge of organizational procedures to maintain office efficiency
• Ability to communicate effectively, both orally and in writing
• Working knowledge of school: mission, philosophy, day-to-day operations
• Ability to work well with others, including administrators, faculty, staff, students, parents, and the community
• Demonstrate flexibility during busiest times of the year and when unexpected tasks arise