Elementary Administrative Assistant/Bookkeeper

Reports To: Building Administration/Superintendent

Campus: Elementary

Wage/Hour Status: Exempt 

Length of Contract: 205 

PRIMARY PURPOSE: To support the efficient operation of the school by managing financial records, processing transactions, and providing administrative support to ensure accuracy, compliance, and organization in all campus financial and office procedures. This role serves as a key point of contact for staff, students, and families while maintaining confidentiality and contributing to a positive and professional school environment. 

Education/Certification: 

High school diploma or GED. 

Special Knowledge/Skills: 

• Strong customer service, communication, and problem-solving skills
• Ability to maintain professionalism and composure in a fast-paced environment
• Strong organizational skills with attention to detail and accuracy
• Ability to manage multiple tasks and prioritize effectively
• Proficiency in basic computer applications (e.g., Google Drive, spreadsheets, email systems)
• Ability to handle confidential information with discretion
• Experience working with children and families

Experience:

• Previous office or administrative experience preferred
• Experience working in a school setting preferred
• Bookkeeping or financial record-keeping experience preferred
• Experience with eSchool student information system preferred

MAJOR RESPONSIBILITIES AND DUTIES:

Financial/Bookkeeping Responsibilities

• Maintain accurate financial records for campus accounts
• Process receipts, deposits, and disbursements in accordance with district policies
• Reconcile accounts and prepare financial reports as required
• Track and manage activity funds and campus budgets
• Maintain documentation for audits and ensure compliance with local, state, and federal guidelines
• Assist with purchase orders, invoices, and vendor payments
• Monitor and record student fees, fundraisers, and other campus-related financial transactions

Front Office & Administrative Responsibilities

• Manage daily front office operations and maintain an organized, efficient workspace
• Answer and direct incoming phone calls in a professional and courteous manner
• Greet students, parents, visitors, and staff entering the school office
• Maintain visitor sign-in/sign-out procedures and campus security protocols
• Sort and distribute incoming mail, packages, and school correspondence
• Support student dismissal and transportation communication
• Serve as liaison between school administration, staff, families, and the public
• Prepare and distribute letters, newsletters, memos, and school announcements
• Assist with school communication platforms (e.g., social media, website updates, messaging systems) as assigned
• Provide clerical support to the principal and instructional staff
• Maintain calendars for school events and administrative activities
• Assist with substitute teacher coordination and daily coverage needs
• Maintain accurate filing systems, both digital and physical

Compliance & Data Management

• Maintain confidentiality of student, personnel, and school records in accordance with district, state, and federal guidelines
• Assist with state reporting and data entry requirements
• Support compliance with school and district policies and procedures

Other Duties

• Perform other duties as assigned by campus administration

WORKING CONDITIONS:

Mental Demands: 

• Maintain emotional control under stress
• Work with frequent interruptions
• Effectively multitask and prioritize responsibilities

Physical Demands: 

• Frequent standing, stooping, bending, pulling, and pushing
• Occasional lifting and moving of light to moderate objects (e.g., textbooks, supplies, equipment)