Administrative Assistant IV

Administrative Assistant To Principal IV

We strongly believe that diversity of experience contributes to a broader collective perspective that will consistently lead to a better school system and better results for all students. We are working hard to increase the diversity of our team wherever we can and we actively encourage all to consider becoming a part of it.

Position: Administrative Assistant to Principal IV

Hours: 8 hours a day, 220 days per year

Rate of Pay: $25.34-$27.32 per the 2025-2027 Administrative Assistants Contract

Line of Authority: Responsible to the Principal of Garlough Elementary

Qualification: High School diploma, extensive clerical/secretarial/computer experience; Strong public relations skills.

Essential functions of the job may include but are not limited to the following:

• Performs clerical duties such as acting as office receptionist, typing correspondence, class lists, bulletins, newsletters, handbooks, and other items, creating school activity calendar, answering phones and distributes messages, directing calls and visitors to appropriate parties, responding to telephone, voice mail and e-mail communication as needed, filing, copying, processing mail, scheduling appointments for principal, and organizing department information.
• May process building permits for school and community activities and transportation requests as needed.
• Assists school personnel, volunteers, parents and students as needed.
• Prepares school directory, weekly faculty bulletins, parent newsletters, and school calendar and assist in writing school newsletter.
• Computes, types and processes purchase orders for building; set up and update budget worksheets; Maintain and monitor general, 09 and student activity accounts, makes deposits, submits monthly reports to business office; process vendor payments for school bills.
• Assist with monitoring and carrying out an active role in the the school budget.
• Process forms for staff absences; prepares staff time sheets for processing by payroll, AESOP, Skyward & TOC.
• Maintain substitute folders; Arranges substitute teachers in special situations and work within the substitute calling system (Aesop) to find substitute for last minute assignments, as well as, run reports as requested for the Principal.
• Update school web page; update district list serves, and may serve as technology resource for staff.
• Familiar with student system software, maintain records as directed and run reports as requested.
• Act as a liaison between fire department and police department for fire drills and lockdowns.
• Compile information from principals and send employee evaluations to human resources.
• Distribute and maintain records of all building keys.
• Other functions of the job include but are not limited to the following:
• Prepare and maintain office supply inventory; order supplies
• Maintains office records and files
• Performs other general duties as needed or assigned to ensure smooth operation of the department
• Work in collaboration with building principal to roll-out and support large initiatives.
• Superb communication and technology skills are highly important to the success of this position.
• Flexibility for event setup, errands, etc.

Knowledge, Skills and Abilities Required:

• Minimum of High School Diploma or equivalent.
• Three years previous experience in a clerical position preferably in a school setting.
• Ability to perform clerical duties such as filing, typing, copying, maintaining routine records, and answering the phone.
• Knowledge of modern office practices, procedures and equipment and excellent knowledge of computer software programs such as word processing, excel, databases and page maker.
• Ability to learn and operate other programs effectively such as Skyward and AESOP.
• Ability to apply correct English usage, grammar, spelling, punctuation and vocabulary.
• Ability to add, subtract, multiply, divide, and use fractions, ratios and percentages.
• Must have excellent customer service skills and the ability to communicate effectively both orally and in writing with employees at all levels in the organization as well as with people outside the organization.
• Proven ability to establish and maintain cooperative and effective working relationships with others including students at age level of position and present a professional appearance.
• Ability to work independently with little work direction.
• Ability to maintain confidentiality, understand and follow data privacy rules and regulations related to students and staff and maintain confidentiality.
• Must have the ability and proven record of reporting to work on a regular and punctual basis.
• Bi-lingual Spanish Preferred

Physical Requirements: General office working conditions, primarily sitting, using close vision and talking; frequently using keyboard to input information into computer, reaching with arms and hands; occasionally presenting information to small groups and lifting up to 20 pounds.

It is the policy, practice, and commitment of District 197 to provide equal employment opportunities for all people without discrimination on the basis of race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance, veteran status, or sexual orientation.