Administrative Assistant to the Welcome Center - SY24/25 - Kansas City, Kansas Public Schools

TITLE:  Administrative Assistant to the Welcome Center

LOCATION:  Central Office and Training Center

The Kansas City, Kansas Public Schools (KCKPS) is a nationally recognized urban school district that serves approximately 22,000 students and 60+ different languages are spoken in the homes of our students. KCKPS is home to Sumner Academy, the #6 highest rated High School in the Nation and #1 High School in Kansas according to the US News rankings.

With Head Start/preschools, 28 elementary schools, 7 middle schools, and 5 college and career academies/high schools, we are the fifth largest district in the state of Kansas and our student population is approximately 51% Hispanic, 27% African American, 11% White, and 7% Asian. To serve our students, the district employs approximately 4,000 employees including more than 1,600 teachers. 

JOB GOAL:

The Administrative Assistant to the Welcome Center and Engagement Department is responsible for providing a wide range of administrative support to ensure the efficient operation of the Welcome Center. This role includes welcoming visitors, managing communications, handling data entry, and providing general office support to staff and visitors. The Administrative Assistant acts as the first point of contact for families, community members, and stakeholders, ensuring a high-quality family-friendly, professional, and supportive environment. In addition, the Administrative Assistant is responsible for the maintenance of all student records with respect to confidentiality.  As a member of the Welcome Center team, the Administrative Assistant is also responsible for addressing school registration-related inquiries from district staff, families, and community members.

ESSENTIAL FUNCTIONS:

• Perform all daily tasks required such as receiving calls, responding to email correspondence, and providing five-star customer service to students, families, community members, and staff that visit the Welcome Center 
• Provide accurate information regarding services, enrollment, programs, and events
• Perform general office duties such as filing, copying, scanning, and maintaining office supplies
• Schedule and manage appointments for staff and visitors.
• Maintain and update records, databases, and spreadsheets to ensure accurate information is available.
• Assist with the preparation of reports, presentations, and other documents.
• Input and maintain family, student, and community data in relevant systems and databases, including Infinite Campus
• Ensure the confidentiality of all records and adhere to data protection policies, such as FERPA and KORA
• Maintain the department lead for Frontline and professional development representative; including inputting activities
• Communicate with registrars (and other authorized building staff) regarding requests for records
• Verify the accuracy of requested information and appropriate signatures for the release of records
• Respond to written requests from appropriate agencies, schools, and persons regarding student records within 24 hours
• Perform and complete tasks for the Director of the Welcome Center. Assist with the coordination of projects as needed 
• Be knowledgeable of the Division of Student Services and Family Support, the Welcome Center, and affiliated departments and programs. 
• Attend staff meetings as directed
• Other duties as assigned by the Director of the Welcome Center 

QUALIFICATIONS:

• Bilingual Spanish - Preferred
• High School diploma or associate degree
• Previous experience as an office administrative assistant
• Strong oral and written communication skills Strong organizational skills
• Current personal computer (PC and/or Apple) experience Microsoft Office proficiency
• Independently, self-starter, advanced problem solving, with particular attention to detail in all aspects of assigned duties
• Ability to be flexible and adaptable to the daily needs of the job
• Effectively manage time and work with frequent interruptions

Strong oral and written communication skills Strong organizational skills

• Current personal computer (PC and/or Apple) experience with Microsoft Office proficiency
• Independently, self-starter, advanced problem-solving, with particular attention to detail in all aspects of assigned duties
• Ability to be flexible and adaptable to the daily needs of the job
• Effectively manage time and work with frequent interruptions

COMMUNICATION / ORGANIZATION: Maintains communication with school personnel, and parents/guardians to enhance cooperative action which will meet the educational needs of students. Utilizes existing technology effectively in the performance of duties. Performs other related work as required.

REASONING ABILITY:  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

LANGUAGE SKILLS:  Ability to effectively present information and respond to questions from groups of administrators, staff, parents, students, and the general public.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit, walk, stand, and talk or hear. The employee must occasionally lift and/or move up to 50 pounds.  The employee must occasionally push items of 50 pounds such as pushing on a bike or wheelchair or moving/rearranging furniture.  Specific vision abilities required by this job include close vision, distance vision, and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here 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 essential functions.  The noise level in the work environment is usually loud and is a standard acceptable level for this environment.

OTHER SKILLS and ABILITIES: Ability to establish and maintain effective working relationships with students, peers, parents and community; ability to speak clear and concisely in written or oral communication.

TERMS OF EMPLOYMENT: 261

RATE OF PAY:  

FLSA STATUS:  NON-EXEMPT

REPORT TO:     Director of the Welcome Center

EVALUATION:  Performance of this position will be evaluated in accordance with the provisions of the Board's policy.