District Office Administrative Assistant

District Office Administrative Assistant

The Pleasant Hope R-6 School District has a position open for a District Office Administrative Assistant for the 2026-2027 school year.

Position: District Office Administrative Assistant

Qualifications:

• Education: High school graduate, preferred
• Experience: Appropriate experience for position

Reporting Relationships:

Reports to: Assistant Superintendent or Superintendent

Terms of Employment: 191 days, hourly

FLSA Status: Non-exempt

Position Summary:

The Administrative Assistant is responsible for receiving and processing all purchase orders, ordering supplies, and ensuring all orders are complete. Greeting the public, training lunch cashiers & assisting with lunch point of sale issues.

Position Responsibilities:

• Greet the public, answer phones, and ensure building security through door access
• Coordinate years of service gift/awards at the beginning of each school year
• E-verify new employees
• Enter new employee info. Into accounting software
• W-4 reporting, new employees
• SIS setup for school meals (beginning of year, form letters, etc.)
• Coordinate cashier training for all buildings (at least 2 staff in each building should be trained)
• Manage lunch charges/refunds for all schools, as needed
• Organize deposits for the district, issue receipts
• Organize the gate & concessions money bags for deposit
• Receive & print purchase orders online that are approved by principals. Fax/email orders, if needed.
• Enter invoice information into accounting software for bills to be paid. Get statements ready to pay, accounts payable duties & filing
• Match checks with proof & mail after approved for payment
• Print postage for all mail, all buildings
• Bank and post office courier on a daily basis
• School board election clerk-organize candidate filing, notarize documents & send to the appropriate people
• Submit school postings/advertisements to the newspaper, as directed
• Posts all legally required postings within the community (Board meeting agenda, tax rate hearing notice, bids, etc.)
• Maintain website updates, as needed
• Create the new year for the district & roll data over in the SIS
• Create the bi-annual bus rider count lists for the Assistant Superintendent
• Assist with Athletic Conference deposits, payments, and financial reports
• Assist with Athletic calendars, contracts, rosters, etc.
• Coordinate Facility Usage waiver forms, approval, fees, liability waivers, calendars, etc.
• Fulfill student record requests
• Maintains a regular filing system (at least monthly), and processes incoming correspondence
• Assist with coordination of All-District Events/Activities
• Sufficient health to perform the essential functions of the job
• All other duties as assigned by the Assistant Superintendent or Superintendent