District Office - Administrative Assistant (Student Educational Access and Opportunity) presso Weber School District

A position has been declared open in the Weber School District for an Administrative Assistant for the Student Educational Access and Opportunity (SEAO) Department. This position is for 8.00 hours per day, 250 days (12 months) per year, is compensated according to Lane 7 of the Administrative Assistants Salary Schedule, and is eligible for benefits.

Applicants shall apply at wsd.schoolspring.com. Files will be reviewed before interviews are scheduled.

***EMERGENCY HIRE***

THIS POSITION WILL REMAIN OPEN UNTIL FILLED, AFTER A MINIMUM OF 3 WORKING DAYS

Job Overview:

The job of the Student Educational Access and Opportunity Administrative Assistant was established for the purpose of supporting the Student Educational Access and Opportunity Department and Legal Office under the supervision of the Student Educational Access and Opportunity Director, the district’s Legal Counsel, and Compliance Director. 

Primary duties include (but are not limited to) engaging in the following activities with support and direction:

• Supports assigned administrative persons and other personnel (e.g. facilitators, specialists, SEAO teams, advocates, and Language Services team) for the purpose of supporting them in the completion of their work activities.
• Serves as the district’s Language Services Coordinator (e.g. receiving interpreting and translation requests and working with the Language Services Team and outside vendors to complete the requests)
• Assists families and community members with information related to supportive services and programs, such as Language Programs and Services, Federal Title Programs III and VI, Military Connected Families, Adult Education, Civil Rights, Legal and Compliance
• Monitors status of accounts receivable, accounts payable, and related financial information for the purpose of ensuring that allocations are accurate, related revenues are generated, expenses are within budget limits and/or fiscal practices are followed.
• Establishes/Maintains a wide variety of statistical and financial information within the district's internal system, records, files, inventories and other accounting records for the purpose of ensuring proper processing of data and providing necessary information (purchase orders, p-cards, work orders, etc.)
• Maintains a wide variety of files and records for the purpose of providing documentation in accordance with administrative and legal requirements (e.g. bookkeeping records, student file management, Student Information System records)
• Responds to a wide variety of inquiries from internal and external parties, in person and over the phone (e.g. employees, applicants, records request, other agencies, auditors, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Prepares a wide variety of written material (e.g. email correspondence, reports, memos, letters, grants, PO’s, agendas, PLC and training materials, etc.) for the purpose of documentation activities, providing written reference and/or conveying information.  
• Processes a variety of complex documents (e.g. records requests and redactions, correspondence, timesheets, agendas, minutes, reports for the purpose of communicating information to school and district personnel, state reporting records and reports, etc.) for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.  
• Coordinates schedules, meetings and activities (e.g., workshops, training, PLCs, calendars, conferences, travel and accommodations, stipends, etc.) for the purpose of delivering services which conform to established guidelines for the directors as well as department team members. 
• Compiles data from a variety of sources (e.g. payroll, attendance, PowerSchool, IFAS, etc.) for the purpose of complying with financial, legal and/or administrative requirements.  
• Performs record keeping general and program specific clerical functions (e.g. scheduling, copying, filing, record keeping, etc.) for the purpose supporting assigned the district department with necessary materials.
• Evaluates situations (e.g. involving staff, students, parents, etc.) for the purpose of taking appropriate action as directed by the director and/or appropriate personnel for resolution. 
• Oversees equipment and supplies (e.g. computer, phones, office supplies, etc.) for the purpose of maintaining the day to day business of the director and other personnel. 
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions including other duties as assigned by the director.
• Due to the dynamic nature of this position, additional responsibilities and duties may be assigned as necessary.

Job Requirements and Minimum Qualifications/Expectations (Skills, Knowledge, and Abilities):

• Communicate effectively with co-workers, educational professionals and families
• Demonstrate strong leadership skills that support program objectives
• Listen to others ideas, consider differing opinions and maintain respectful interactions in the best interest of positive learning outcomes for students
• Relate effectively to and demonstrate receptive attitude toward students and parents of diverse cultural and socioeconomic backgrounds.
• Evidence of strong organizational skills and attention to detail
• Implement district and school policies/procedures regarding state and federal laws
• Process and maintain confidential files, as required by state and federal laws
• Understand and follow both oral and written directions
• Work within an established schedule, meeting necessary timelines
• Exercise good judgment in emergency situations
• Conforms to district policies including attendance, absences and evaluations.
• Must be able to apply pertinent codes, policies, regulations and/or laws
• Perform other related duties, as assigned.

Additional Qualifications:

• Must have knowledge of office methods and practices; common office machines; and business telephone etiquette.
• Utilize a variety of computer operating and software programs (i.e., Business Plus, PowerSchool products, Google, Canva, Microsoft Office, Windows 11, etc.)
• Must be attentive to detail; communicating with diverse groups; working under time constraints; maintaining confidentiality; adapting to changing work priorities and working with frequent interruptions; and multitasking.
• Job related experience at a public school setting is preferred, such as Business Plus (IFAS), PowerSchool Products, TalentEd (Perform and Records) preferred
• School or department administrative assistant experience or related experience preferred
• High school diploma or equivalent
• Valid Utah driver license

WEBER SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY (EEO) EMPLOYER