Brentwood School District
Administrative Assistant - School/District
Brentwood School District, Brentwood, Missouri, United States
Position Type:
Secretarial/Clerical/Administrative Assistant - School
Date Posted: 9/2/2025
Location: McGrath Elementary School
Closing Date: 09/14/2025
JOB/POSITION SUMMARY : To ensure the smooth and efficient operation of the school by maintaining student and employee records and handling all inquiries from visitors, creating a positive and productive learning and working environment for all. In addition, this position supports the district's administrative needs by assisting with the volunteer approval process and helping complete various Human Resources administrative tasks.
REPORTS TO:
Building Principal
EMPLOYMENT TERMS:
This is a full-time position (40 hours per week), working August through May. The position is classified under the Support Staff Hourly Salary Schedule, Grade S-III, with a starting range of $16.48 to $26.05 per hour, depending on experience and education. Employment is at-will and subject to annual evaluation in accordance with this job description. FLSA Status: Non-Exempt
Education and Experience: Bachelor's degree preferred Experience working with children preferred Experience in an office environment preferred Certificates/Licenses:
Substitute Teacher Certificate, or the ability to obtain one, is required ESSENTIAL DUTIES AND RESPONSIBILITIES:
Attendance Duties - Students:
Inform administration of trending student attendance concerns Monitor hourly/daily attendance reporting by all staff Receive and initiate family communications regarding attendance matters Prepare/maintain daily, monthly, and year-end attendance reports Facilitate correspondence with families and staff regarding attendance concerns Maintain and communicate the status of attendance contracts, excused/unexcused absences, tardies, extended absence requests, and traveling students' attendance conflicts Collaborate with the school nurse to maintain the medical monitoring system as needed for district reporting and family communications Customer Service Duties:
Contribute to a positive and welcoming school climate by providing personalized attention to visitors, staff, and students Maintain confidentiality regarding staff/student information Serve as a primary school receptionist Communicate effectively with parents, staff, students, and community members Provide general support to students, staff and visitors as needs arise General/District Office Responsibilities:
Facilitate the volunteer process for interested community members in alignment to district background clearance procedures Create volunteer schedules based on the needs of the program Monitor the attendance of approved volunteers Maintain a building calendar with events, drills, academic days, etc. Oversee the distribution of school supplies and resources (ie. textbooks, supplies, yearbooks, planners, locks/lockers, furniture, lunch accounts/tickets, etc.) Maintain and oversee the distribution of school mail Oversee maintenance of office machines, technology (copier, phones, etc.) and develop work orders as needed Process Field Trip requests, including transportation Process Building Usage requests Maintain a strong record of attendance Attend and participate in district professional development, building staff meetings, and/or other school events as necessary to complete the performance expectations Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities Maintain reasonable rules of conduct which encourage self-discipline and responsibility Complete other duties as assigned by the school principal or district administrator Student Supervision and Support Duties:
Provide coverage and supervision during lunch, recess, dismissal, and other student transitions Provide classroom coverage when teachers require support or are unavailable Take necessary and reasonable precautions to protect students and maintain a safe learning environment Encourage self-discipline and responsibility through positive student interactions Registrar Duties
Monitor, maintain, and process transcripts and other requests for all current and previous Brentwood students Maintain accurate and confidential records of incoming, current, and previous students/employees, including attendance and discipline records Facilitate registration process for new students and withdrawal process for transferring students Set up tours and shadows for families new to the district or considering a move, connecting them with counselors for additional questions Coordinate with Central Office regarding residency waivers, affidavits, leases Facilitate initial set up of digital accounts (Parent Portal, lunch accounts, etc.) and provide support for technical issues Maintain accurate student employee records/percentages in student/staff information portal and make census data updates as needed Oversee adequate grade reporting - Create and communicate the annual grading timeline according to academic calendar, assist teachers with gradebook issues, monitor discrepancies, and print/mail report cards Knowledge/Skills/Abilities Required The requirements described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
COMMUNICATION SKILLS:
Ability to read, analyze, and interpret technical procedures, handbooks, policy books. Ability to write general correspondence using correct grammar Ability, both orally and in writing, to present information effectively and respond appropriately to questions and concerns from individuals, administrators, parents, and students MATHEMATICAL SKILLS:
Ability to work with basic mathematical concepts REASONING ABILITY:
Ability to define and solve problems, collect and analyze data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and to understand abstract and concrete concepts Ability to use available information and prioritize multiple responsibilities and meet various deadlines. TECHNICAL SKILLS:
Ability to utilize multiple computer programming systems (Google Suite, email, Canvas, Student/Staff Information Systems, Financial monitoring systems, etc.) Intermediate to advanced ability with Excel/Google Sheets, Microsoft Word/Docs, and Microsoft PowerPoint/Google Slides Use of basic office equipment - copier, fax, phone system, security system, intercoms OTHER SKILLS AND ABILITIES:
Ability to perform duties with awareness of district requirements Excellent organizational skills, initiative and strong task management skills are necessary PHYSICAL REQUIREMENTS:
The employee must speak, talk, see, hear, and sit for long periods of time regularly The employee is occasionally required to climb, stoop, kneel, crouch, or crawl The employee must occasionally lift and/or move up to 50 pounds Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to read small print The employee must frequently bend, reach above the head, as well as forward, and use fine motor skills. ENVIRONMENTAL CONDITIONS:
The noise level will vary depending on the daily activity. The office setting is typically quiet, but with occasional presence in the cafeteria and/or school assemblies, the noise level is moderate to very loud The employee must have the ability to work in potentially high-stress situations, with frequent engagement with various stakeholders The employee must be able to work on a computer the majority of the workday
Date Posted: 9/2/2025
Location: McGrath Elementary School
Closing Date: 09/14/2025
JOB/POSITION SUMMARY : To ensure the smooth and efficient operation of the school by maintaining student and employee records and handling all inquiries from visitors, creating a positive and productive learning and working environment for all. In addition, this position supports the district's administrative needs by assisting with the volunteer approval process and helping complete various Human Resources administrative tasks.
REPORTS TO:
Building Principal
EMPLOYMENT TERMS:
This is a full-time position (40 hours per week), working August through May. The position is classified under the Support Staff Hourly Salary Schedule, Grade S-III, with a starting range of $16.48 to $26.05 per hour, depending on experience and education. Employment is at-will and subject to annual evaluation in accordance with this job description. FLSA Status: Non-Exempt
Education and Experience: Bachelor's degree preferred Experience working with children preferred Experience in an office environment preferred Certificates/Licenses:
Substitute Teacher Certificate, or the ability to obtain one, is required ESSENTIAL DUTIES AND RESPONSIBILITIES:
Attendance Duties - Students:
Inform administration of trending student attendance concerns Monitor hourly/daily attendance reporting by all staff Receive and initiate family communications regarding attendance matters Prepare/maintain daily, monthly, and year-end attendance reports Facilitate correspondence with families and staff regarding attendance concerns Maintain and communicate the status of attendance contracts, excused/unexcused absences, tardies, extended absence requests, and traveling students' attendance conflicts Collaborate with the school nurse to maintain the medical monitoring system as needed for district reporting and family communications Customer Service Duties:
Contribute to a positive and welcoming school climate by providing personalized attention to visitors, staff, and students Maintain confidentiality regarding staff/student information Serve as a primary school receptionist Communicate effectively with parents, staff, students, and community members Provide general support to students, staff and visitors as needs arise General/District Office Responsibilities:
Facilitate the volunteer process for interested community members in alignment to district background clearance procedures Create volunteer schedules based on the needs of the program Monitor the attendance of approved volunteers Maintain a building calendar with events, drills, academic days, etc. Oversee the distribution of school supplies and resources (ie. textbooks, supplies, yearbooks, planners, locks/lockers, furniture, lunch accounts/tickets, etc.) Maintain and oversee the distribution of school mail Oversee maintenance of office machines, technology (copier, phones, etc.) and develop work orders as needed Process Field Trip requests, including transportation Process Building Usage requests Maintain a strong record of attendance Attend and participate in district professional development, building staff meetings, and/or other school events as necessary to complete the performance expectations Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities Maintain reasonable rules of conduct which encourage self-discipline and responsibility Complete other duties as assigned by the school principal or district administrator Student Supervision and Support Duties:
Provide coverage and supervision during lunch, recess, dismissal, and other student transitions Provide classroom coverage when teachers require support or are unavailable Take necessary and reasonable precautions to protect students and maintain a safe learning environment Encourage self-discipline and responsibility through positive student interactions Registrar Duties
Monitor, maintain, and process transcripts and other requests for all current and previous Brentwood students Maintain accurate and confidential records of incoming, current, and previous students/employees, including attendance and discipline records Facilitate registration process for new students and withdrawal process for transferring students Set up tours and shadows for families new to the district or considering a move, connecting them with counselors for additional questions Coordinate with Central Office regarding residency waivers, affidavits, leases Facilitate initial set up of digital accounts (Parent Portal, lunch accounts, etc.) and provide support for technical issues Maintain accurate student employee records/percentages in student/staff information portal and make census data updates as needed Oversee adequate grade reporting - Create and communicate the annual grading timeline according to academic calendar, assist teachers with gradebook issues, monitor discrepancies, and print/mail report cards Knowledge/Skills/Abilities Required The requirements described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
COMMUNICATION SKILLS:
Ability to read, analyze, and interpret technical procedures, handbooks, policy books. Ability to write general correspondence using correct grammar Ability, both orally and in writing, to present information effectively and respond appropriately to questions and concerns from individuals, administrators, parents, and students MATHEMATICAL SKILLS:
Ability to work with basic mathematical concepts REASONING ABILITY:
Ability to define and solve problems, collect and analyze data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and to understand abstract and concrete concepts Ability to use available information and prioritize multiple responsibilities and meet various deadlines. TECHNICAL SKILLS:
Ability to utilize multiple computer programming systems (Google Suite, email, Canvas, Student/Staff Information Systems, Financial monitoring systems, etc.) Intermediate to advanced ability with Excel/Google Sheets, Microsoft Word/Docs, and Microsoft PowerPoint/Google Slides Use of basic office equipment - copier, fax, phone system, security system, intercoms OTHER SKILLS AND ABILITIES:
Ability to perform duties with awareness of district requirements Excellent organizational skills, initiative and strong task management skills are necessary PHYSICAL REQUIREMENTS:
The employee must speak, talk, see, hear, and sit for long periods of time regularly The employee is occasionally required to climb, stoop, kneel, crouch, or crawl The employee must occasionally lift and/or move up to 50 pounds Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to read small print The employee must frequently bend, reach above the head, as well as forward, and use fine motor skills. ENVIRONMENTAL CONDITIONS:
The noise level will vary depending on the daily activity. The office setting is typically quiet, but with occasional presence in the cafeteria and/or school assemblies, the noise level is moderate to very loud The employee must have the ability to work in potentially high-stress situations, with frequent engagement with various stakeholders The employee must be able to work on a computer the majority of the workday