Prescott Elementary School Administrative Assistant

Position Summary:
The Elementary School Administrative Assistant provides administrative, clerical, and organizational support to the elementary school principal, educators, students, and families. This position serves as a central point of communication for the school and plays an important role in maintaining efficient daily operations, accurate student records, positive customer service, confidentiality, and a welcoming school environment.

Essential Duties and Responsibilities

• Serve as the primary administrative support person for the elementary school principal.
• Manage the front office and provide professional, courteous assistance to students, parents, staff, visitors, and community members.
• Answer and route telephone calls, emails, messages, and other correspondence.
• Assists  the principal with scheduling meetings, conferences, appointments, and school activities.
• Prepare letters, forms, notices, agendas, and other administrative documents.
• Maintain accurate and confidential student records in the district’s student information system.
• Enroll and withdraw students and ensure required documentation is received and properly recorded.
• Maintain and monitor daily student attendance, tardies, early checkouts, and absences.
• Contact parents or guardians regarding attendance, student records, and other school-related matters when necessary.
• Prepare attendance reports and assist administrators with identifying attendance concerns.
• Process student transfers, records requests, and requests for educational records.
• Maintain cumulative student records and ensure records are filed, updated, transferred, and stored appropriately.
• Assist with scheduling, class rosters, student information updates, and beginning- and end-of-year student records.
• Provide clerical support for disciplinary documentation and other administrative records as directed by the principal.
• Assist educators with forms, records, copies, communications, supplies, and general administrative needs.
• Maintain educator attendance, leave documentation, substitute information, timesheets, or other personnel-related records as assigned.
• Assist with purchase orders, invoices, receipts, deposits, activity funds, supply orders, and other financial documentation as assigned.
• Maintain office supplies and coordinate orders to ensure necessary materials are available.
• Assist with school events, registration, open house, parent conferences, awards programs, testing, field trips, picture days, and other activities.
• Receive and distribute mail, packages, deliveries, and school correspondence.
• Maintain visitor procedures and assist with school safety and security protocols.
• Communicate emergency information and follow established procedures during drills, emergencies, or other critical situations.
• Maintain confidentiality regarding student, employee, personnel, medical, disciplinary, and other protected information.
• Work closely with the principal, teachers, counselors, nurses, paraprofessionals, custodians, transportation personnel, district office staff, and other departments.
• Provide assistance to students who come to the office and help determine the appropriate staff member or service needed.
• Perform other administrative and clerical duties as assigned by the principal or district administration.

Knowledge and Skills

An Elementary School Administrative Assistant should demonstrate excellent communication and organizational skills, attention to detail, professionalism, discretion, and the ability to handle multiple responsibilities simultaneously. The position requires strong computer skills and the ability to work with student information systems, email, word-processing programs, spreadsheets, and other district technology.

Because the elementary office is often the first point of contact for families, the Administrative Assistant should also possess patience, compassion, good judgment, problem-solving skills, and the ability to remain calm and professional in challenging situations.