Elementary Admin Assistant III - Office & Budget Support

Odyssey Elementary; Everett (WA); On-site; USD 55,000 - 63,000; Full time

Job summary

Mukilteo School District's Odyssey Elementary in Everett is seeking an Administrative Assistant III to support the school office. The role runs 7:30 a.m. to 4:00 p.m., 8 hours daily, 203 days per year, with benefits.

Responsibilities include secretarial duties, data entry, records management, payroll-related tasks, and coordinating front desk coverage. This position reports to the Principal and requires strong organizational and communication skills.

Qualifications

• Skill and ability to effectively communicate.
• Ability to exercise discretion and maintain trust and confidentiality.
• Ability to develop professional and positive relationships with others.
• Knowledge of and ability to use various software programs related to job responsibilities.

Responsibilities

• Provide secretarial services including letter composition, schedule appointments and conferences, analysis of information, maintenance of databases, preparation of district reports, sort and distribute mail and interoffice mail deliveries daily.
• Data entry, copy, collate, sort, and file documents, including the use of List Serve and the school webpage.
• Establish and maintain professional interactions with students, staff, parents and the general public. Greet the public, answer phones, assist with student and staff needs, and respond to inquiries from students, parents, staff and general public daily.
• Develop and maintain an organized office including record management, an effective filing system, maintain accessibility of information, prioritize tasks and complete tasks in a timely manner, and provide for record maintenance and retention management in compliance with district policy and state guidelines.
• Assist with front desk coverage to maintain continuity of office services.
• Maintain student files and records including student registration, enrollment, attendance, placement, and supervision of student records.
• Monitor the general fund and ASB fund; prepare bank deposits, receipt and reconcile funds. Under the direction of the school principal, track and maintain current records of building and ASB budget balances and use appropriate account codes for programs. Reconcile budget balances and prepare related reports monthly.
• Process requisitions and purchase orders; monitor and track the use of procurement card purchases; track and reconcile the imprest fund; manage supply orders, distribution, and inventory. Maintain and rotate inventories on a regular basis.
• Assist the principal with scheduling regular building personnel and/or substitute employees for special events and/or building activities. Coordinate parent and community volunteers.
• Work with the substitute services facilitator to schedule substitute employees daily.
• Maintain records of all employee absences; collect regular and substitute employee timesheets. Verify accuracy of timesheet documentation, including account codes, and submit to the payroll department on a regular basis.
• Assist the principal with scheduling the use of school facilities by community members and organizations.
• Provide first aid to injured or ill students as appropriate; may track and dispense authorized student medication as required.
• Support administration with daily building needs including maintenance and emergency drills.
• Comply with District Policies.
• Perform other duties as required or assigned by the principal for the purpose of maintaining an organized and efficient environment.

Skills

School office experience

Administrative assistant experience

Education

High school diploma or its equivalent

College degree and/or additional training beyond high school preferred

Job description

Mukilteo School District's Odyssey Elementary in Everett is seeking an Administrative Assistant III to support the school office. The role runs 7:30 a.m. to 4:00 p.m., 8 hours daily, 203 days per year, with benefits.

Responsibilities include secretarial duties, data entry, records management, payroll-related tasks, and coordinating front desk coverage. This position reports to the Principal and requires strong organizational and communication skills.