Job Description

Position Type:
Administrative Support Staff/Administrative Assistant

Date Posted:
3/25/2025

Location:
New Emerson Elementary

Date Available:
2025-26

Closing Date:
06/30/2025 Job Title: Administrative Assistant, Music

Pay Program: Support Staff, Non-Exempt

Pay Range: Range 12 $23.19 - $25.78

Work Year: 9 months

Reports to: Coordinator, Music

Direct Reports: This position has no supervisory responsibilities.



Summary
Under the general direction of the Music Coordinator, this position provides organizational, financial, and logistical support to ensure the smooth operation of music programs and events across the district. This position facilitates music festivals, schedules department activities, and manages communications with staff, students, adjudicators,and community members. The position also ensures accurate financial records, maintains the district-wide music inventory, and provides critical logistical support to the department and Coordinator.



Essential Responsibilities - To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency of responsibility, percent of time and work year may vary based on department or building assignment.
Job Responsibility Description

1. Public Relations and Communication
   1. Serve as the first point of contact for inquiries, directing concerns to the appropriate department or personnel.
   2. Respond to internal and external communications, ensuring timely and professional interactions with staff, parents, and community members.

1. Event and Training Coordination
   1. Plan and coordinate music festivals and other department events, including scheduling venues, managing competition software, and providing on-site support.
   2. Present at department in-services and meetings, covering topics such as festival logistics, inventory management, recordkeeping, and online resources.
   3. Arrange accommodations (airfare, hotel, transportation) for guest clinicians, adjudicators, teachers and students.
   4. Manage festival finances, including billing participants, collecting payments, and coordinating judging panel logistics.

1. Administrative Support
   1. Manage the department and Coordinator's schedule, including calendar coordination, meeting logistics, and travel arrangements.
   2. Draft, review, and distribute correspondence, communications, and announcements on behalf of the Coordinator.
   3. Facilitate forms and requests between the Coordinator, administrators, and teachers.
   4. Maintain confidential records and documentation in compliance with district policies.
   5. Create, update, and maintain the department website and shared drives.

1. Financial and Budget Support
   1. Monitor department budgets, track expenditures, and generate financial reports to ensure compliance with state, federal and district policies.
   2. Process financial transactions, including mileage reimbursement, purchase orders, invoices, P-Card reconciliations, and other required payments.
   3. Manage festival and event payments, including processing entry fees for festivals and marching bands and collecting fees from parents attending activities.
   4. Reconcile budget accounts, including department funds allocated to schools and tracking school spending for instrument savings budgets.
   5. Process instrument repair invoices, evaluate charges, and coordinate with schools on necessary repairs.
   6. Reconcile theater community usage fee, ensuring accurate payment to staff and funding for equipment replacement or purchases.

1. Records and Inventory Management
   1. Maintain and update the district-wide music inventory database for music equipment, instruments, uniforms and curriculum.
   2. Track and manage inventory requests, repairs, and distribution.
   3. Purchase music equipment and instruments as needed.

1. Other Duties
   1. Additional tasks, duties, and responsibilities may be assigned as needed/requested.

Education and Experience
Acceptable demonstration of acceptable education and/or experience will be at the sole discretion of the District.

• High school diploma required
• Minimum two years prior experience in office management required
• Post-secondary courses in bookkeeping/accounting and office-productivity software preferred
• Inventory management experience preferred

Licenses, Registrations or Certifications

• Criminal background check required for hire
• Valid Colorado driver's license or valid Colorado identification required

Knowledge, Skills and Abilities

• Operating knowledge of the district's competition software program within 1 year of hire.
• Operating knowledge of the district's inventory software within 6 months of hire.
• Operating knowledge of the district's fee collecting software within 6 months of hire.
• Knowledge of budget management, purchasing procedures, and financial tracking
• Exceptional office computer software skills including publishing, and internet based shared document systems
• Proficiency in office management, records retention, and compliance procedures
• Ability to be adaptable and flexible with collaborative critical thinking and problem-solving capabilities
• Clear and effective written and verbal communication skills
• Strong customer service skills, with the ability to provide support in a professional and approachable manner
• Commitment to handling sensitive and confidential information with the highest ethical standards
• Strong interpersonal skills to collaborate with staff and various stakeholders
• Ability to lead, communicate, interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds
• Ability to follow applicable federal, state, local laws and Board of Education policies, in addition to building and department procedures
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator
• Proficient in Microsoft Office Suite, Google Workspace, financial systems, and facility management platforms.
• Strong attention to detail, problem solving, collaborative decision-making and analytical skills
• Well-developed knowledge and research skills/experience and presenting complex data in an understandable format
• Well-developed writing, organizational, scheduling, report writing and record keeping skills
• Ability to manage multiple priorities and frequent interruptions in a timely manner
• Ability to use de-escalation skills to diffuse and manage stressful and fluid situations
• Ability to adapt to changing priorities while maintaining a high level of professionalism
• Strong ability to display complex data in an understandable format; contract administration experience desirable

Salary & Benefits:
View all salary schedules for the current school year at:
Information regarding D51 Benefits can be found here: Mesa County Valley School

Job Tags

Contract work, Local area, Flexible hours,

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