Elementary Administrative Assistant
1 month ago
Full Time
East Central / Idaho Falls
Job Description

**White Pine is looking for a Full-Time Elementary Administrative Assistant **

If you are interested in White Pine, please complete the application below and submit with the following to hr@wpcscougars.org:

1.Application 2.Resume


  1. High school diploma or General Education Degree, preference may be given to applicants with college education
  2. Previous secretarial experience
  3. Knowledge of word processing, databases, spreadsheets, and reports
  4. High level of competence in typing, filing, and general computer knowledge
  5. Knowledge of automated office equipment and efficient office procedures
  6. Good telephone skills and ability to communicate effectively
  7. Work well with students, staff, and the public
  8. Work well under pressure and deadlines
  9. Excellent organizational skills
  10. Maintain confidentiality of staff and students


JOB SUMMARY To assist the building principal in the efficient operation of the school so a maximum positive impact can be made on the education of school students. To carry out all administrative assistant duties necessary for the smooth and efficient operation of the office.

MAJOR DUTIES AND RESPONSIBILITIES Interacting with Students and the Public

  1. Receive and route incoming calls and correspondence
  2. Arrange meetings, prepare agendas, and handle follow up activities as necessary
  3. Assist, log in, and direct visitors to the school
  4. Administer medications to students according to school policy
  5. Handle daily announcements when needed to do so
  6. Schedule appointments and conferences as requested
  7. Register students and set up permanent records entering student demographics and all other needed information
  8. Help schedule parent-teacher conferences with teachers
  9. Process mid-term reports and report cards
  10. Develop list for honor roll students
  11. Compile diploma list for advancement to high school and make arrangements for graduation
  12. Order and compile all awards
  13. Supervise students in emergency situations, attend to ill or hurt students and administer basic first aid and contact parents as instructed

Records and Reports

  1. Maintain accurate enrollment and attendance records for various reports

Administrative Assistant

  1. Run daily tardy reports and mail attendance letters home when necessary
  2. Send student records as requested by schools and promptly request newly enrolled student records from other schools
  3. Be responsible for maintaining accurate teacher and student accounts, including receipting, counting, and depositing all money received
  4. Maintain records on all accidents, incidents, fire drill, and suspension notices
  5. Prepare such documents as reports, correspondence, student records, memos, monthly statements, and handbooks

Miscellaneous Office Tasks

  1. Call and schedule substitute teachers when asked to do so
  2. Maintain a well organized, up to date filing system
  3. Operate equipment, such as computers, copiers, intercom systems, calculators, laminators, telephone systems, and scanners
  4. Assist the building principal in processing incoming supplies and equipment, checking original purchase orders, submits appropriate paperwork to the district office to facilitate proper payments for good or services received by the school
  5. Distribute and inventory supplies


  1. Assist the counselor with the master schedule for each new year and the scheduling of students into fall classes
  2. Exercise such administrative authority and perform such tasks as may be delegated by the principal
  3. Make necessary administrative decisions in the absence of the building principal
  4. Keep immediate supervisor informed of activities and issues that may arise
  5. Attend faculty meetings as required
  6. Assume responsibility for his or her continuing professional growth and development by attendance at inservices or trainings
  7. Seek assistance should emergencies arise
  8. Represent the school district in a positive manner
  9. Know and follow school district policy and chain of command
  10. Perform other duties as assigned

EVALUATION Performance of this position will be evaluated annually by the building principal in conformance with federal and state law, administrative rules, and Board policy.

TERMS OF EMPLOYMENT This position shall be considered in all respects “employment at will”. The “employment period” and other descriptions and terms set forth in this job description shall not create a property right for the employee. These are set forth only to advise the employee of when and what type of services will be required by the district so long as the employment continues.

NOTE Administrative Assistant All certificated and non-certificated employees and other individuals are required to undergo a criminal history check and submit to fingerprinting. Any applicant convicted of any of the felony crimes enumerated in Section 33-1208, Idaho Code may not be hired, and any applicant convicted of any felony offense listed in Section 33-1208(2), Idaho Code shall not be hired.

Legal Reference: I.C. § 33-512 Governance of Schools

I.C. § 33-1210 Information on Past Job Performance

Equal Opportunity Employer

White Pine Charter School is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.