Administrative Assistant to the Principal

FLAGSTAFF UNIFIED SCHOOL DISTRICT NO. 1 Administrative Assistant to the Principal Summit High School Position Title: Administrative Assistant to the Principal Department/Section: Summit High School Supervisor: Principal Hourly Rate: $59,657 - $65,622/annual (depending on experience) Pay Grade: LL Schedule: 40 hours/week; Monday-Friday (hours TBD); 12-month position; Medical, Dental, Vision and Life Insurance benefits offered, Arizona State Retirement System SUMMARY OF FUNCTION: Serve as a key operational partner to the Principal and school leadership team by coordinating and managing a broad range of school operations, systems, timelines, communication, and logistical needs. Provide independent administrative support that allows the Principal to focus on instructional leadership, staff development, student support, school culture, family engagement, and strategic improvement. Anticipate operational needs, manage follow-through, maintain confidentiality, and use sound judgment to determine when matters can be resolved independently and when Principal or District involvement is needed. TYPICAL TASKS Provide operational and administrative support to the Principal and school leadership team, including managing calendars, scheduling meetings and observations, preparing materials, maintaining documentation, and coordinating follow-up. Anticipate needs, monitor deadlines and recurring responsibilities, and take ownership of assigned projects from planning through completion. Serve as a professional and responsive point of contact for students, families, staff, District personnel, and community members; resolve questions independently when appropriate and coordinate with the appropriate individuals or departments when needed. Coordinate student enrollment, new student onboarding, class placement, student records, report cards, and related processes using District systems such as Synergy. Support balanced class placement by coordinating with grade-level teams and appropriate student support personnel regarding academic, special education, behavioral, and other student needs. Support staff operations, including onboarding logistics, student teacher placements, volunteer processes, staff evaluation schedules, payroll and timekeeping for designated employees, substitute documentation, and stipend processes. Support purchasing and fiscal processes, including purchase orders, PCard transactions, invoices, reconciliations, designated school funds, and related documentation. Coordinate family engagement activities, including event logistics, communication, materials, purchasing, and required documentation in partnership with school leadership and staff. Coordinate and follow through on building operations and facilities needs, including work orders, maintenance, badge access, furniture and warehouse requests, safety concerns, and fire marshal corrective actions. Support school compliance and employee-related processes, including workers' compensation documentation, medical backup procedures, required training, and other District requirements. Monitor multiple communication channels and systems, organize information requiring action, and ensure timely follow-up with staff, families, District departments, and community partners. Maintain accurate and confidential student, employee, financial, and school records in accordance with District policies and procedures. Use and maintain multiple District systems and technology platforms to support school operations and ensure information is accurate and up to date. Prioritize and manage multiple responsibilities, competing demands, and deadlines while maintaining accuracy, professionalism, and a high level of customer service. Exercise independent judgment, problem-solving, and discretion when determining appropriate next steps and when issues require escalation to the Principal or District department. Assist with personal or professional leave requests. Verify hours for all classified staff. Gathers and records accurate attendance information into the student information system (Synergy). Evaluates student absences, issues readmit/passes/dismissals, and information appropriate administrator of unexcused absences. Primary contact for student withdrawals. Input mass student absences. Assist with contacting parents/guardians regarding unverified/extended absences, attendance concerns, and truancy. Maintains an accurate record of all communication between school and home regarding student attendance. Files and retains all written notes/emails/voicemails, medical excuses, and legal communication submitted by parent/guardian regarding student absences. Organize and assist with registration for all new students by assisting them in the completion of required District forms, which may also include assisting students in the determination of academic possibilities; investigate all data to ensure that it is in compliance with District and state policy; verify students live within school boundaries by the investigative process; investigate data for special education needs form and inform appropriate counselor; collate data and provide attendance office with accurate data for state reports. Originate and maintain CUM files. Other tasks related to registration may include, but are not limited to: Process registration paperwork. Manage ParentVUE online registration, online verification, and updates. Enter transfer grades in Student Course History for new students. Send out a 45-day Student Screening Report. Ensure that all students have exceptional needs screening to meet state law requirements. Set up new credit record cards and folders for all incoming students. During spring registration, prepare course pick lists (as appropriate), transcripts, and other information for current students. Assist as requested with registration events or Parent Nights. Each semester verify GPA based on research and evaluation of situation and/or teacher request. Additional tasks may include, but are not limited to: Check for repeated classes and correct grades if necessary Enter classes from Plato, Summer school, CCC/Caviat, and miscellaneous transfer classes from CCC, NAU, or other online schools. Enter transfer grades Perform other duties as assigned PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or listen. The employee is occasionally required to move from location to location and reach with hands and arms. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. Information contained in this job description is for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position, and additional duties may be assigned. Thank you for your interest in the Flagstaff Unified School District. Please submit a complete application. Education information must be included in the application. Complete work history needed for proper placement on the salary schedule. If this information is not complete, your application will be returned. All applicants (including current district employees) must submit a complete online application. Current Internal candidates, please contact Human Resources @ View email address on click.appcast.io for hourly rate information. Years of service and grade movement (up or down) will be considered. All employees are subject to a criminal background check. The Flagstaff Unified School District is committed to a policy of nondiscrimination in relation to race, color, religion, gender expression, sexual orientation, military status, age, national origin, or disability. Offers of employment, contingent upon funding. Flagstaff Unified School District #1