SCHOOL ADMINISTRATIVE ASSISTANT

Walnut Valley Unified School District; California (MO); On-site; USD 42,000 - 54,000; Full time

Job summary

Walnut Valley Unified School District is seeking an experienced school office secretary at Collegewood Elementary School. The role supports the Principal and staff, coordinating clerical workflows and communications to keep the campus running smoothly.

The position requires a high school diploma or equivalent and at least three years of secretarial experience, with strong skills in data management, budgeting support, and customer service for students and families.

Qualifications

• Three years of responsible secretarial and clerical experience, preferably in education.
• Proficient in office equipment, filing, data entry and report generation.
• Ability to compose independent correspondence and notes for administrators.
• Accurate data handling for enrollment, payroll and budgeting records.
• Strong organizational and multitasking abilities with attention to detail.

Responsibilities

• Coordinate school office activities and assist the principal with admin tasks.
• Greet visitors and route inquiries to appropriate staff members.
• Serve as secretary to the principal and manage calendars, meetings and events.
• Prepare and distribute correspondence and documents to record activities.
• Administer risk management, injuries, and reporting for workers’ compensation.
• Maintain student records, enrollment and releases and manage office files.

Skills

Operate modern office equipment

File management

Compose correspondence

Take notes and minutes

Arithmetic calculations

Education

High School diploma or equivalent

Tools

Google Calendar

My Portal

AESOP

School Website

Marquee

Job description

APPLICANTS MUST PROVIDE ALL REQUIRED DOCUMENTS WITH A COMPLETED APPLICATION TO BE CONSIDERED

* INCOMPLETE APPLICATION PACKETS WILL NOT BE CONSIDERED

(Refer to the Job Experience and Education below for details)

We have 1 opening for an 8-hour, 10.5-month employee at Collegewood Elementary School. The work hours for this position are 7:00 a.m. to 3:30 p.m., Monday through Friday.

BASIC FUNCTION

Under the direction of the Principal, perform a wide variety of clerical and secretarial duties to coordinate the elementary and middle school office activities and assist the Principal in administrative tasks; perform public relations and communications services for the Principal; and to do other related work as required. Incumbents in this classification provide clerical support to an elementary or middle school Principal; and provide students, staff and the public with information through the performance of a wide variety of secretarial services, which directly supports learning.

ESSENTIAL JOB FUNCTIONS

• Coordinates the overall school and office activities and assists the Principal in administrative tasks
• Greets and receives public, parents, students, vendors, etc. to respond to their inquiries and to direct them to appropriate personnel
• Serves as a personal secretary to the principal and school/office management organizer to administration and staff
• Acts as an administrative liaison to staff, parents, students, and the community
• Prepares drafts and distributes correspondence and written materials to document activities and convey information
• Schedules conferences, appointments and meetings to disseminate information to appropriate parties; calendars events, meetings and extra-curricular activities
• Acts as site administrator for risk management, injuries, and accident reports for the Workers’ Compensation program
• Receives, opens, prioritizes and distributes mail
• Provides administrative assistance by receiving and responding to inquiries over the telephone or in person from parents, staff, District staff, students or the general public
• May assist in health office with first aid and dispensing of medication as needed in accordance with District policies and regulations
• Collects, compiles, organizes, and records a variety of data related to enrollment, attendance, personnel, payroll, budget, and student activities; prepares and maintains related logs and records and reports
• Prepares time sheets, sub-billing for classified and certificated employees
• Refers specific communications or correspondence to appropriate staff members for the gathering of data for the administrator's review
• Assists in orienting substitute personnel, providing keys, and instructional materials
• Oversees the registration, enrollment, release or transfer of students
• Initiates follow‑up activities to ensure that the operational time lines are met
• Independently, or in accordance with general instructions, composes correspondence concerning a wide range of subjects requiring a thorough knowledge of policies, regulations, and operational procedures
• Reviews the grammar, punctuation, and formatting of outgoing correspondence and other materials and ensures consistency with District policies, regulations, and operational procedures
• Schedules and organizes the clerical functions of the office personnel, morning supervisors, noon aides, and office to which assigned
• Acts as site administrator of multiple software (e.g., Google calendar, My Portal, AESOP, School Website, Marquee, etc.)
• Oversees and maintains the site District Volunteer Program
• Maintains accurate and current student emergency release information and oversees the release of students to authorized persons
• Requisitions, orders and maintains an adequate inventory of supplies and instructional materials (e.g., warehouse and buyout orders, shared school-wide supplies, software, computers, furniture, consultant agreements, conferences, field trips, etc.)
• Receives and checks in school deliveries; tracks deliveries to appropriate staff member
• Prepares Board agenda items
• Assists with budget planning and expenditure control; maintains budgets through Escape and at-a-glance spreadsheets for various budgets (e.g., General Fund, LCFF Supplemental, STEAMO, Donation Account, Educator Effectiveness Funds, camp fund, extra duty funds for department heads and coaching assignments, etc.)
• Assists with the organization of morning- and noon-supervisors for special school projects
• May take and transcribe notes pertaining to a wide variety of subject areas, including materials that may be of a privileged or sensitive nature (e.g., School Site Council meetings)
• May collect and account for money associated with school activities according to established procedures
• May assist in the scheduling of school facilities pertaining to civic center use and after-school programs
• May administer routine First Aid and contact appropriate person and agency in event of serious illness or injury
• Performs other duties related to the class as assigned

JOB REQUIREMENTS – QUALIFICATIONS

Skills, Knowledge and/or Abilities Required:

• Operate modern office equipment including word processing and data processing equipment, automated record management and filing systems
• Establish and maintain comprehensive and accurate files, records, and prepare concise and complete reports as required
• Compose correspondence independently
• Take notes and minutes related to meetings and correspondence
• Make arithmetical calculations with speed and accuracy

Knowledge of:

• Methods and procedures for organizing and coordinating specialized clerical tasks
• District organization, operations, policies and procedures
• English usage, grammar, spelling, and punctuation
• Methods and techniques for office management and organization
• Basic first aid procedures and techniques
• General business correspondence, report writing techniques and telephone etiquette

Ability to:

• Learn, interpret, and apply legal mandates, policies, rules and regulations, and operational procedures pertaining to the District or individual school
• Solve problems and operate independently with minimal direction
• Understand and perform duties within scope of authority
• Assume responsibility for routine administrative details
• Train and provide direction to office staff
• Plan, schedule and coordinate the clerical activities of the office
• Assemble diverse data and prepare clear and concise reports, correspondence and related material
• Communicate effectively both orally and in writing
• Meet schedules and time lines
• Answer routine questions as directed on behalf of supervisor
• Work courteously and tactfully with co‑workers, public and parents
• Promote team building and a positive work environment
• Adapt easily to work assignments, additional priorities, and new procedures
• Receive constructive criticism and modify work appropriately
• Suggest procedural improvements to supervisor as appropriate
• Skillfully handle difficult situations using good judgment
• Maintain high level of professionalism while keeping the needs of customers a top priority
• Keyboard at an acceptable rate of speed

EXPERIENCE AND EDUCATION REQUIREMENT

Experience:

Three (3) years of responsible and varied secretarial and clerical experience, including some experience in organizing and coordinating specialized clerical functions. Experience in an educational setting preferred.

Education:

Equivalent to the completion of High School, including or supplemented by coursework in computer applications, office management, data entry and output report development, or other related skill areas.

LICENSE AND/OR CERTIFICATE REQUIREMENT

• Possess and maintain a First Aid Certificate

PHYSICAL DEMANDS

Persons performing service in this position classification will be expected to perform medium work, which involves lifting no more than 50 pounds at a time occasionally, and frequently lifting or carrying of objects weighing up to 25 pounds. The work may occasionally involve ascending stairs and ramps and involve sitting for extended periods of time. If someone can do medium work, it is deemed that he or she can also do sedentary and light work. (Per the Code of Federal Regulations – Section 404.1567 “Physical Exertion Requirements”)

REVIEW JOB DESCRIPTION

It is the responsibility of the applicant to review this classification’s job description, which is available online at www.wvusd.org or at the District Office. The job description explains in detail the physical demands, skills, knowledge and abilities required to perform the essential job functions for this position.

BENEFITS

Permanent employees will receive paid holidays, sick leave, vacation and longevity benefits per contract or Commission Rules. The District offers a comprehensive package of insurance benefits. Employees working less than full-time, but a minimum of four hours will contribute an amount proportionate to the number of assigned work hours for major medical insurance benefits. The District does not offer a package of insurance benefits to employees working less than four hours per day. The District provides life insurance for employees who work a minimum of 3 hours. In addition, the District offers a retirement plan which uses joint employee and employer contributions.

ACCOMMODATIONS

Individuals with legally defined disabilities may request reasonable accommodation in the examination process. To make this request; please contact the Division of Human Resources at the time the application is submitted.

VETERAN PREFERENCE (for entry-level positions only)

Veterans who have been honorably discharged after 30 days or more of service during time of war or national emergency will receive an additional 5 points which will be added to the passing score. Disabled veterans receive 10 points. Any applicant who claims veteran’s credit must submit DD Form 214 at the time the employment application is submitted. Failure to submit DD Form 214 at the time of application shall result in no veteran’s credits being considered or added to any passing score.

PRIOR TO EMPLOYMENT THE FOLLOWING MUST BE COMPLETED:

Per Board Policy 4112.4/4212.4/4312.4, the cost of pre‑employment examinations shall be paid by the applicant.

Certificate Renewal

For positions requiring a valid First Aid and/or CPR certification, candidates must maintain a current status through their date of hire. If the certification expires prior to the start of the assignment, the candidate is responsible for renewing it before their first day. Throughout employment, it is the employee’s responsibility to maintain any required certification and ensure that it remains current and valid.

Fingerprinting

Employees will be charged for processing their fingerprints at the time they are hired. The fingerprints are used to complete a confidential background investigation. All candidates with a record of convictions must indicate such on the confidential data form, which is attached to the job application. A record of conviction will not automatically disqualify an applicant from employment, but failure to list all convictions may result in disqualification or dismissal.

Physical Examination

Newly hired employees must pass a qualifying Medical examination given by a District‑appointed physician, which includes testing for illegal controlled substances.

Tuberculosis Exam

Newly hired employees must submit a Mantoux Skin screening and certificate of completion within the past 60 days that indicates freedom from active tuberculosis.

Immigration Reform and Control Act Of 1986

An Eligibility Verification Form (I-9) will be required along with the supporting documents listed on the I-9 form.

We are an equal opportunity and non-discriminatory employer as mandated by Section 504 of the Office of Civil Rights.