Administrative Assistant - Building (Spanish Immersion)

Administrative Assistant - Building (Spanish Immersion)

Provides essential organizational support and clerical assistance within the school office to ensure smooth, efficient daily operations and a welcoming environment for students, staff, and visitors.

Essential Functions:

• Provides high-quality secretarial and administrative support to the Building Principal and other designated staff.
• Supports the Lead Administrative Assistant in completing tasks and duties necessary to meet overall building operational needs.
• Processes absence reports and timecards for certified and non-certified staff, ensuring accurate reconciliation with substitute and employee management systems.
• Provides a welcoming atmosphere, information, and clear direction for visitors, students, and staff.
• Prepares, designs, and updates the building website, informational publications, and daily announcements.
• Serves as a primary point of contact to provide technical support regarding school systems to staff and families.
• Creates, manages, and updates student information records and databases across multiple software programs.
• Designs, generates, and analyzes specialized computer reports as needed.
• Coordinates administrative logistics for kindergarten registration, student assessments, and before/after-school programs.
• Maintains the building budget, facilitates vendor payments, and expedites orders.
• Collects fees, manages school funds, and processes bank deposits in accordance with district policy.
• Assists with the logistical coordination of State and district standardized testing.
• Enforces building security protocols and clearly communicates building emergency and evacuation procedures.
• Provides backup support to the health office and accurately refers student first aid situations as appropriate.
• Maintains strict confidentiality of sensitive student, family, staff, and financial data in accordance with district policies.
• Promotes teamwork, excellent customer service, and a positive image of the school to colleagues, students, parents, and the community.
• Performs other duties and responsibilities as assigned.

Qualifications:

• Bachelor's degree in related field preferred.
• High school diploma or GED and training and/or experience in related field required.
• Bilingual (English / Spanish) candidates preferred, not required.
• Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
• Proficiency with software data management, including databases and word 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.
• 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:

• 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.
• 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.