Job Title:  Administrative Assistant                                                 Wage/ Status: Non-Exempt

Department: Administrative Support                                               HR Revised: March 2025

Reports to: Administration and Accountability Director

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GENERAL JOB SUMMARY
 
Under the general supervision of the Administration and Accountability Director, the Administrative Assistant will perform various job duties and office procedures in support of the Administrative offices of Westlake Academy.  Job duties will require the ability to work well with others, provide courteous and professional service to students, faculty, faculty/staff, parents, and the general public.   
 
MINIMUM QUALIFICATIONS 

• Must possess a valid High School diploma or GED
• Ability to work cooperatively with others in a team environment
• Good oral and written communication skills
• Ability to maintain confidential information pertaining to students, employees, volunteers, and the general operations of Westlake Academy
• Must possess a valid driver’s license
• Is legally able to work in the United States
• Must complete the state-required fingerprinting and criminal background check

ESSENTIAL JOB RESPONSIBILITIES

• Perform various administrative tasks, as assigned
• Maintain office calendar to coordinate workflow and meetings for the Master Calendar, Administrative Calendar, and the Principal’s calendars
• Maintain confidentiality with information related to students, faculty/staff, employees, volunteers, and the general operations of Westlake Academy
• Provides general administrative support to Principals and Administrative Director
• Interact courteously and professionally with students, faculty/staff, parents, and the general public
• Answer telephones courteously and professionally and transfer calls to appropriate extensions
• Open, sort and distribute incoming correspondence, including mail, packages, and faxes
• Prepare correspondence in response to routine or generalized inquiries
• Perform general clerical duties, including bookkeeping, copying, faxing, mailing, and filing
• Collect, file and retrieve organizational documents, records and reports
• Coordinate and maintain records for Academy students, faculty/staff, office/classroom space, telephones, parking, credit card(s), and keys
• Perform office support services, budget preparation, maintain student records
• Create and modify documents such as purchase orders, invoices, reports, memos, letters, financial statements, using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office
• Manage/update student information, create reports, as necessary
• Perform necessary tasks within the AESOP automated substitute teacher management system and assist in obtaining substitutes.
• Conduct research, compile data and prepare papers for consideration and presentation to students, faculty/staff, and the Board of Trustees
• Schedule and coordinate meetings and conferences
• Make travel arrangements for students, faculty/staff, and Board of Trustees, as necessary
• Collect and maintain an inventory of office furniture, equipment, and supplies
• Research prices, obtain bids, prepare purchase orders and procure necessary items in accordance with established policies and procedures
• Arrange for the repair and maintenance of office equipment
• Support faculty/staff in project-based assignments
• Supervise volunteers, independent contractors, and other support personnel when required
• Assist in special events, such as registration, fundraising activities, outreach programs, and community events
• Perform other duties, as assigned.

EVALUATION

Performance of this job will be evaluated at least annually by the Director of Accountability.

PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Tools/Equipment Used: Personal computer and peripherals; standard office equipment.

Posture: Prolonged sitting; Frequent standing, kneeling/squatting, bending/stooping,    pushing/pulling, and twisting.

Motion: repetitive hand motions, frequent keyboarding, and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying up to 35 lbs.

Environment: Work inside, may work outside.

Mental Demands: Work with frequent interruptions; maintain emotional control under stress; may work prolonged or irregular hours.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.