Summer Learning Academy Administrative Assistant - Elementary

Title:

Summer Learning Academy Administrative Assistant (Elementary)

DBM Classification:

N/A

Department:

Community Education

Salary Range:

$22-24/hr

Employee Group:

Temporary/Seasonal

Prepared Date:

March 2026

Reports to:

Summer Learning Academy Coordinator

FTE/ FLSA Status:

Temporary - Non-Exempt

SUMMARY OF RESPONSIBILITIES

The Administrative Assistant provides advanced administrative support to Summer Learning Academy Community Education programs. The Administrative Assistant is responsible for greeting staff, students, and the public, acting as the building receptionist, and directing callers and visitors. They serve as a liaison between staff, the public, and administrators, and assist with copying, printing, and gathering supplies for staff. Additionally, they assist with attendance and data entry, communicate with transportation, and perform other duties as assigned by the supervisor.

DUTIES AND RESPONSIBILITIES

• Oversee the daily operations of the office, ensuring efficiency and effectiveness.
• Reception and Greeting: Greets staff, students, and the public upon entering the office and monitors building entrances.
• Communication: Serve as the primary point of contact for staff, students, parents, and external stakeholders. Respond to inquiries, provide information, and direct visitors or callers as needed.
• Material Support: Assists with copying, printing, and gathering materials and technology for staff. Informs coordinator when supplies are needed.
• Attendance Management: Assists in entering student attendance, student membership hours, and other related data (daily lunch counts).
• Student & Staff Support: Assist with coordinating student services, including enrollment, and other summer activities.
• Transportation: Assists coordinator with student transportation. Works closely with and communicates with the transportation company.
• Utilizes translation tools to support non-English-speaking families.
• Confidentiality & Discretion: Handle confidential information with discretion and follow appropriate protocols for document management and communication.
• Other Duties: Perform other administrative tasks and assignments as required to support summer programming operations.
• Communicates Community Education philosophy and program to all stakeholders.
  KNOWLEDGE, SKILLS & ABILITIES
  
  • Office Procedures: Knowledge of general office practices, including filing, record-keeping, and maintaining organized workspaces.
  • Communication: Strong verbal and written communication skills to effectively interact with staff, students, parents, and the public.
  • Customer Service: Ability to provide excellent customer service by addressing inquiries, handling difficult situations, and maintaining professionalism.
  • Time Management: Strong organizational skills with the ability to manage multiple tasks and prioritize them efficiently to meet deadlines.
  • Technical Proficiency: Proficient in using office productivity software (e.g., Microsoft Office Suite, Google Workspace), email systems, and common office equipment (e.g., copiers, printers, fax machines).
  • Data Entry & Accuracy: Detail-oriented with the ability to enter and update data accurately, maintaining student records, files, and other departmental information.
  • Problem-Solving: Ability to identify challenges, seek solutions, and implement appropriate actions to ensure smooth office operations.
  • Confidentiality: Demonstrated ability to handle sensitive information with discretion and maintain confidentiality according to district policies and legal standards.
  • Interpersonal Skills: Ability to work well with diverse groups, collaborate with colleagues, and maintain a positive and professional demeanor in all interactions.
  • Adaptability: Willingness to learn new technologies, office processes, and systems, adapting quickly to changes in the work environment.
  • Organizational Skills: Ability to maintain office supplies, schedules, and records, ensuring they are easily accessible and properly filed.
  • Attention to Detail: High level of accuracy and attention to detail when performing tasks, especially in data entry, record keeping, and document preparation.
    PHYSICAL DEMANDS
    
    • Sitting & Standing: Frequent sitting while performing desk tasks and occasional standing when assisting visitors or performing other duties around the office.
    • Manual Dexterity: Regular use of hands for typing, operating office equipment, and handling paperwork.
    • Reaching & Lifting: Occasional reaching, bending, and lifting to 10 pounds to manage files, office supplies, or equipment.
    • Walking: Some walk between office areas, classrooms, or other departments within the school.
    • Vision: Ability to read and review documents, data, and emails on a computer screen and in print.
    • Communication: Must hear and speak clearly to communicate with visitors, students, and staff.
    • Extended Hours at Desk: Prolonged work periods at a computer or desk for administrative tasks.
      WORK ENVIRONMENT
      
      • Office Setting: Primarily works in an office environment: the school main office.
      • Collaborative Atmosphere: Regular interaction with staff, students, parents, and community members, requiring teamwork and effective communication.
      • Noise Levels: The office environment typically maintains a moderate noise level, with periods of higher activity when interacting with students and visitors.
      • Fast-Paced Environment: The ability to adapt to changing priorities and a fast-paced environment, especially during peak periods such as enrollment or administrative deadlines.
      • Work Schedule: Typically works standard summer program, with the potential for occasional flexibility based on school needs, events, or emergencies.
      • Occasional Outdoor Activity: Minimal, but may require brief outdoor activity when assisting with events or student drop-off/pick-up.
      • Safe & Accessible: The workplace is designed to ensure accessibility and safety for all staff, students, and visitors.
        EDUCATION and/or EXPERIENCE
        
        • High school diploma or GED.
        • Minimum of six months to one year of previous clerical, administrative, or office support experience, preferably in an educational setting.
        • Experience with office equipment (e.g., copiers, fax machines, phones) and office software (e.g., word processing, spreadsheets, email).
        • Familiarity with district-specific software or record-keeping systems.
        • Previous experience in customer service or public-facing roles, particularly in a school or educational environment.
          Strong organizational skills and attention to detail.
        • Ability to handle confidential information with discretion and professionalism.
        • Ability to work effectively in a team-oriented environment and handle multiple tasks simultaneously.
          BENEFIT INFORMATION
          This position is classified as Temporary/Seasonal and is not eligible for benefits.