Student Services Administrative Assistant

Position Type:Secretarial/Clerical/Secretary - 12-MonthsDate Posted:4/14/2026Location:District Administration OfficeDistrict:Lyons Elementary District 103JOB TITLE: Student Services Administrative AssistantREPORTS TO: Student Services DirectorSUPERVISES: N/ADEPARTMENT: District AdministrationJOB STATUS: Full-Time (40 hours/week)FLSA STATUS: Non-ExemptPAY RATE: $21.00/hour starting rateBENEFITS: Full Benefits Package JOB FUNCTIONThe Administrative Assistant of Students Services provides high-level clerical support to the executive directors and department staff, performing a variety of secretarial duties and skilled tasks that may include preparing reports, conducting research, and collecting data.This position coordinates with the District Administrators, Parent Educator Supervisor, and Student Services Coordinators along with other school support staff, students, parents, and the community.TERMThis position is considered a full-time 12-month position.DUTIES AND RESPONSIBILITIESThis list is not all-inclusive and is only intended to illustrate the various responsibilities and duties performed.Provides high-level administrative support to assigned employees.Serves as the backup receptionist for the office, greeting visitors and applicants.Answers phones, directs calls to appropriate individuals, and prepares messages.Copies, sorts, and files records related to department activities, business transactions, and other matters.Prepares letters, memos, forms, and reports according to written or verbal instructions.Sorts department incoming mail and packages and delivers to the appropriate individual; processes outgoing mail and packages.Maintains filing systems either manually or electronically.Maintains required paperwork and reports on students, school operations, incident reports, and other documentation for early childhood education and special education departments.Processes department purchase orders and requisitions assuring proper approvals, code, and record of the purchase of supplies as required.Manages department compliance with reporting related to state/federal reports (IWAS), use of reporting and data mining, and data transfer services.Assists parents with registration information; provides information regarding student online systems; processes registration transactions; determines residency status and eligibility for registration.Translates through careful listening or reading of content, including jargon and acronyms, in the original language; understands and analyzes what is being said or written, and effectively and accurately translates the message, intent, and nuances being communicated; reproduces statements or questions in the desired output language.Conducts research (within skills and expertise) to assist with projects or inquiries.Manages department calendars; coordinates and schedules travel, meetings, and appointments as necessary.Prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.Responds to and resolves administrative inquiries and questions.Performs other general clerical and secretarial duties as requested, which may include recordkeeping, managing petty cash, and maintaining department supplies.Participates in professional development opportunities as necessary.Attends work as scheduled and arrives in a timely manner.Performs other related duties as assigned.KNOWLEDGE, SKILLS, AND ABILITIESFluency in and thorough understanding of the primary language(s) being translated.Detail-oriented and professional.Exceptional communication skills.Extremely proficient with Google Suite.Basic understanding of office equipment.Basic understanding of clerical procedures and systems such as recordkeeping and filing.Ability to work independently and reliably.Flexible and adaptable in various situations and when interacting with many different personalities.Ability to organize and prioritize tasks including delegation of tasks when appropriate.Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department, and any specifically applicable laws or guidelines.Ability to act with integrity, professionalism, and confidentiality.EDUCATION AND EXPERIENCEFluency in English and Spanish languages required. Associates degree required, Bachelors degree in related field preferred. Three to five years of experience in a related role required with some supervisory experience preferred.PHYSICAL REQUIREMENTSProlonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. Must be able to access and navigate each department at the District's facilities. If requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.