Job Description:

Position Overview

The Administrative Assistant provides essential administrative, operational, financial coordination, and Governing Board support for Crown King Elementary School District (CKESD). Working under the direct supervision of the Head Teacher/Superintendent, this position helps ensure the effective operation of the school office, timely completion of district requirements, organized records, and responsive communication with students, families, employees, the Governing Board, and external partners. In CKESD’s small-school environment, the Administrative Assistant is expected to exercise initiative, discretion, flexibility, and sound judgment while keeping the Head Teacher/Superintendent informed of priorities, deadlines, and emerging issues.

Supervision, Schedule, and General Expectations

·        The position, assigned hours, schedule, and duties are approved and directly supervised by the Head Teacher.

·        This position is to include a schedule of 3 hours a day, 4 days a week at minimum. Hours will be publicly posted for access by staff, vendors, and visitors. The majority of work hours are performed onsite during business hours.

·        Limited hybrid work may be authorized by the Head Teacher; some tasks may occur during school breaks or weekends.

·        Comply with applicable federal, Arizona, and local laws; Governing Board policies; district procedures; Employee Handbook, and the Parent-Teacher Handbook.

·        Maintain confidentiality, professional conduct, accuracy, timeliness, and appropriate handling of sensitive student, employee, and district information.

Direct Support to the Head Teacher/Superintendent

·        Act as a primary administrative partner by organizing the Head Teacher/Superintendent’s calendar, meetings, correspondence, deadlines, documents, and follow-up items.

·        Prepare, format, proofread, distribute, and maintain letters, notices, forms, presentations, reports, and other district communications at the Head Teacher/Superintendent’s direction.

·        Maintain a district compliance and reporting calendar; track submission dates, collect supporting documentation, and alert the Head Teacher/Superintendent to upcoming obligations and outstanding items.

·        Assist with state and federal reporting, grant documentation, policy implementation, and other administrative submissions.

·        Assist with audit preparation, records requests, document collection, and timely delivery of materials.

·        Organize district procedures, forms, staff communications, and shared files to improve consistency.

·        Help coordinate events, meetings, training schedules, and district initiatives; track assigned action items to completion.

·        Provide practical daily support, including printing, scanning, laminating, filing, supply organization, and special projects.

·        Escalate matters requiring educational, personnel, financial, legal, or policy decisions to the Head Teacher/Superintendent; do not independently exercise authority reserved to that position or the Governing Board.

Governing Board Administration and Support

·        Coordinate monthly Governing Board meeting logistics, timelines, notices, agenda materials, and supporting documents in consultation with the Head Teacher/Superintendent and consistent with applicable open-meeting requirements.

·        Draft, finalize for approval, and post meeting agendas and notices as authorized; prepare meeting packets and assist with meeting structure and logistics.

·        Attend meetings as assigned, record accurate minutes, prepare drafts for review and approval, and post or maintain approved minutes as required.

·        Track Governing Board action items, deadlines, requests, and follow-up communications; keep the Head Teacher/Superintendent informed of status.

·        Serve as an administrative point of contact for Governing Board-related communications with staff, families, vendors, agencies, and other stakeholders, within delegated authority.

·        Maintain organized Governing Board records, policies, minutes, notices, resolutions, and supporting documentation.

School Office Operations and Communication

·        Manage daily onsite functions and provide a welcoming, organized, professional point of contact for visitors.

·        Monitor incoming telephone calls, voicemail, fax, email, and physical mail; route or respond appropriately and return telephone messages within 24 business hours.

·        Collect and process incoming mail no fewer than three days per week.

·        Coordinate visitor reception, vendor access, appointments, deliveries, school correspondence, and general office supplies.

·        Maintain district key inventory and distribution records.

·        Assist with student enrollment, withdrawal, attendance documentation, family contact records, and authorized student-record requests, as directed and in compliance with privacy requirements.

Personnel, Payroll, and Required Training

·        Coordinate new-hire administrative processing, onboarding checklists, required forms, credential documentation, and personnel file setup as directed.

·        Collect and organize timesheets, leave information, payroll changes, and supporting documents; coordinate payroll processing with designated finance/payroll partners and submit for authorized review.

·        Track completion of annual mandatory employee trainings, maintain evidence of completion, and communicate due dates and outstanding requirements to the Head Teacher/Superintendent.

·        Help maintain accurate employee records and renewal reminders while safeguarding confidential personnel information.

Financial Administration and Vendor Coordination

·        Coordinate accounts payable and receivable documentation, invoices, purchase orders, receipts, deposits, and related financial records in accordance with established approval procedures.

·        Work with Yavapai County Education Service Agency (YCESA) and other designated partners on payroll, school finance, budget reports, financial questions, and requested documentation.

·        Organize and review financial reports for completeness, monitor budget and fund information, and provide timely summaries or supporting materials to the Head Teacher/Superintendent and Governing Board.

·        Maintain current vendor lists, contacts, contracts, insurance or compliance documentation where applicable.

·        Coordinate facilities and grounds vendors, work requests, scheduling, follow-up, and status reports; promptly communicate safety, maintenance, or operational concerns.

Records Management and Compliance

·        Maintain accurate, secure, accessible physical and electronic records for Governing Board business, finance, personnel, student administration, vendors, and district operations.

·        Become knowledgeable about applicable records retention schedules and requirements; coordinate authorized retention, archiving, retrieval, and destruction in accordance with district policy and law.

·        Assist with public-records requests, audits, monitoring visits, and compliance reviews by locating and organizing responsive records for authorized review.

·        Use appropriate confidentiality, access controls, and secure document handling practices; report suspected records or data-security concerns promptly.

Qualifications and Skills

·        High school diploma or equivalent required.

·        Experience in office administration, records management, payroll, school admin, or public-sector operations preferred.

·        Proficiency with email, word processing, spreadsheets, electronic filing, and office tech; able to learn district systems.

·        Strong organizational skills, attention to detail, discretion, customer service, and written communication.

·        Ability to work independently within assigned authority and collaborate closely with the Head Teacher/Superintendent, Governing Board, employees, families, and service providers.

Job Description Statement

This document describes the general nature and level of work expected and is not an exhaustive list of responsibilities. The District may revise duties, schedules, and expectations as operational needs change, consistent with applicable law and Governing Board policy.

Please submit resume or letter of interest to ckschool@crownkingesd.com