Title: Administrative Assistant

Calendar/Contract: 183 Days

Salary Schedule: Lane 4(C) 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: EMERGENCY HIRE
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 ensure they are marked as an internal candidate to access to the internal application.

Reports to: Head Administrative Assistant and School Administration

Purpose Statement:

The job of an Administrative Assistant was established for the purpose/s of responding to inquiries from staff, the public, parents, students, etc. to provide requested information and/or referral to other parties; ensuring substitutes are assigned and preparing documentation for substitutes; and providing general clerical support as may be requested.

Essential Functions:

• Answers main school office telephone lines for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Coordinates assigned activities and/or projects (e.g. arranging for substitutes, assigning lockers, submitting substitute payroll, etc.) for the purpose of ensuring compliance with district financial, legal and/or administrative requirements. Directs student workers and volunteers for the purpose of guiding and monitoring work activities.
• Distributes a variety of items within the office and school site (e.g. mail, supplies, messages, etc.) for the purpose of disseminating materials to appropriate parties.
• Greets public, parents, students, vendors, etc. for the purpose of responding to their inquiries and/or escorting/directing them to appropriate personnel.
• Maintains a variety of records (manual and computerized) (e.g. files, substitute files, locker assignments, daily attendance, etc.) for the purpose of documenting activities, providing reference and/or conveying information.
• Performs general and project specific clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of supporting site activities with necessary materials.
• Prepares written materials (e.g. logs, reports, memos, notes, email, etc.) for the purpose of documenting activities, providing reference and/or conveying information.
• Responds to inquiries of staff, the public, parents and/or students for the purpose of resolving inquiry and/or providing referral information.
• 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 (e.g. accident reports, bus requests, computer, etc.) for the purpose of supporting them in the completion of their work activities.

Job Requirements and Minimum Qualifications:

• Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; and preparing and maintaining accurate records.
• Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; common office machines; and office methods and practices.
• Experience: Previous job-related experience is desired.
• Education: High school diploma or equivalent.

Physical Requirements & Working Conditions

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.

• Mobility & Movement: Ability to sit at a desk or workstation for extended periods while actively operating computer systems and multi-line phones. Intermittent standing, walking, bending, stooping, and reaching throughout the school day to assist front-counter visitors, access filing systems, and navigate the main office and campus facilities.

• Lifting & Physical Effort: Occasional lifting, carrying, pushing, or pulling of office supplies, paper cases, mail bins, student records, and delivery boxes typically weighing up to 25 pounds.

• Manual Dexterity & Fine Motor Skills: High level of manual dexterity required for continuous keyboarding, data entry, document handling, filing, and operating standard office machinery (copiers, printers, scanners, laminators).

• Communication & Sensory Demands: Clear verbal articulation and auditory acuity required to communicate effectively in person, via telephone, walkie-talkie/two-way radio, and school public address (PA) systems. Close visual acuity required for extensive computer work, reviewing detailed student records, verifying visitor identification, and monitoring main-entry security feeds.

• Workplace Environment: Fast-paced secondary school office environment subject to frequent interruptions, high foot traffic from students, parents, and staff, and moderate noise levels typical of a dynamic middle school setting.