About this role
Title: Administrative Assistant Calendar/Contract: 250 DAY Salary Schedule: Lane 6(N) of the Administrative Assistants Salary Schedule Hours: 8.0 hours/day | 40.0 hours/week Benefits-Eligible: As outlined in the Benefits Guide FLSA Status: Non-exempt Application Note: ***ONLY CURRENT EMPLOYEES NEED APPLY*** This position will remain open until filled after a minimum of five working days (three working days if EMERGENCY HIRE is indicated). Applications will be reviewed prior to scheduling interviews. Current employees of Weber School District should complete the internal candidate application. Purpose Statement The job of the Digital Learning and Communications Head Administrative Assistant was established for two distinct purposes: 1) providing administrative support to Digital Learning which includes the Educational Technology team, Weber Online K-12, and Innovation Online and 2) providing support to the Communications team. Reports to: Director of Technical Services and Digital Learning Essential Functions
• General Responsibilities:
• Representative: Acts as a positive spokesperson for the department. As the primary point of contact for families and other employees, the Head Administrative Assistant embodies the department's mission and values and makes others feel welcome and appreciated.
• Response: Responds positively and in a timely manner to inquiries from a variety of internal and external parties by phone, letter, and/or in person (e.g., staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties, and/or referring to others.
• Finances: Monitors account balances and ensures accurate and timely financial transactions for the purpose of maintaining accurate records in compliance with accounting and record-keeping practices. This includes but is not limited to purchase orders, P-cards, stipend payments, and school-related contracts.
• Event Support: Provides on-site support in a variety of WSD venues for training sessions. This may include coordination of the space, calendaring, arranging for food/snacks/drinks, setup, and cleanup.
• Facility Coordination: Coordinates facility usage, conferences, and meetings.
• Records: Maintains administratively sensitive records, including office procedures and building personnel records, for the purpose of providing up-to-date reference and audit trail.
• Data Compilation and Analysis: Compiles data from a wide variety of sources (e.g., financial activities, absences, work orders, purchasing requests, inventory, etc.) for the purpose of complying with financial, legal, and/or administrative requirements.
• Supplies: Maintains inventories of supplies and materials (e.g., all general supplies, equipment repairs, etc.) for the purpose of ensuring items' availability.
• Written Materials: Prepares a wide variety of written materials (e.g., reports, budgets, memos, letters, handbooks, minutes, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Facilities: Maintains an awareness of the physical building and processes work orders for maintenance and improvements.
• Training: Attends all required department and district training.
• Assistance: Assists other education support personnel for the purpose of supporting them in the completion of their work activities.
• Completes other duties as assigned.
• Specific Support for Weber Online K-12 and Innovation Online
• Prepares for and helps carry out in-person activities with students, including, but not limited to, monthly social and material pick-up events, orientation/registration meetings, counselor meetings, back-to-school night, parent-teacher conferences, student testing, test proctoring, and graduation.
• Tracks and reaches out to students/guardians regarding daily attendance
• Requests, ensures receipt of, and accurately files student records
• Maintains the school calendar and assists in maintaining the school's websites and social media accounts.
• Maintains the password records for all proctored tests and serves as a backup proctor.
• Ensures accurate student Chromebook distribution and repair ticketing as needed.
• Assists with online participation progress monitoring and communication about progress with the school counselor, students, and families.
• Specific Support for Educational Technology
• Directly supports the Educational Technology Administrator(s) and Educational Technology Specialists.
• Actively assists in scheduling training sessions throughout the district.
• Actively tracks and helps route or complete tickets within a ticketing platform.
• Tracks training attendance and enters professional development hours for educators.
• Assists in planning and carrying out the yearly LEARN conference.
Attendance is an Essential Function of this Position
• Physical presence at the worksite is an essential function of this position. The role requires in-person collaboration, direct interaction with team members, other staff, students, and/or guardians, and access to on-site equipment and resources.
Other Functions
• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
Minimum Qualifications: Skills, Knowledge, and Abilities
• Technical Proficiency:
• Operates standard office equipment
• Utilizes highly technical computer applications.
• Proficient in Google Suite, Microsoft Office, and Adobe products.
• Experience with help-desk or ticketing systems.
• Maintains accurate manual and digital records with close attention to detail and data integrity.
• Familiarity with website and social media products.
• Soft Skills:
• Plans and manages projects;
• Establishes and maintains appropriate and effective relationships with students;
• Utilizes organizational skills and the ability to prioritize tasks in a fast-paced environment.
• Maintains confidentiality and handles sensitive information with discretion.
• Adapts quickly to changing priorities and responsibilities.
• Possesses excellent time management skills
• Forecasts upcoming events and sets priorities to proactively address needs.
• Meets deadlines and schedules consistently
• Communication:
• Ability to interact professionally with individuals at all levels of the organization.
• Strong written and verbal communication skills
• Knowledge of concepts of grammar and punctuation; business telephone etiquette; common office machines; and office methods and practices.
Education, Experience, Travel:
• A high school diploma or equivalent.
• Proven experience (e.g., 2+ years) in an administrative role, with exposure to Educational Technology functions preferred but not required.
• Must have a reliable mode of transportation to travel between district facilities in order to help facilitate trainings and a variety of WSD locations.
Working Environment:
• The usual and customary methods of performing the job's functions require the following physical demands.
• Occasional lifting, carrying, pushing, and/or pulling.
• Significant fine finger dexterity.
• Generally, the job requires 70% sitting, 15% walking, 15% standing. Physical demands increase during peak events, such as in-person events.
• This job is performed in a generally clean and healthy environment.
• The environment is fast-paced. It includes high levels of problem-solving and working efficiently while facilitating in-person and online tasks simultaneously.
Weber School District has the right to revise this position description at any time. WEBER SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY (EEO) EMPLOYER