Administrative Assistant

Background Check: Acceptable BCI and FBI report. Middletown Christian Schools, a ministry of Grace Baptist Church, seeks a highly organized and service-minded Administrative Assistant to support the Superintendent and administrative team. This individual plays a vital role in ensuring the efficient daily operation of the school while advancing MCS’s mission to provide Christ-centered education grounded in a biblical worldview. The Administrative Assistant will manage a wide range of administrative, operational, and communication responsibilities, demonstrating professionalism, discretion, flexibility, and a commitment to excellence in a ministry-focused environment. Spiritual Qualifications Publicly profess a faith in Jesus Christ as Lord and Savior Actively engage in the life and ministry of a local church as a member Pursue a life of spiritual development through regular study of scripture and prayer Demonstrate the fruit of the Spirit as a byproduct of a growing faith Believe and support the school’s statement of faith (statement of Grace Baptist Church) Agree to abide by the Lifestyle Statement Professional Qualifications High school diploma required; college or technical training preferred Prior administrative or clerical experience required Strong proficiency in Microsoft Office and school management systems (e.g., FACTS) Excellent written and verbal communication skills Strong organizational skills with attention to detail and accuracy Ability to manage multiple priorities and adapt to changing needs High level of professionalism, confidentiality, and discretion Notary Public certification preferred or willingness to obtain Key Responsibilities Provide direct administrative support to the Superintendent Draft, format, and distribute correspondence, reports, and official communications Coordinate calendars, meetings, and documentation for School Board meetings Maintain organized and accurate administrative records & files Office Operations & Systems Management Oversee purchasing processes, including requisitions, order tracking, and auxiliary returns Maintain inventory of supplies, curriculum, and school materials Serve as the primary point of contact for the school store Coordinate with principals and department leaders to place school uniform orders and replenish inventory as needed Manage communication systems (e.g., One Call Now) Maintain staff directories, transportation contacts, and emergency closing lists Manage and maintain the master campus calendar to ensure accurate scheduling across all divisions and events Track and maintain activity requests, facility usage, and field trip schedules Support front office operations during high-demand times Staffing & Scheduling Support Coordinate substitute teacher scheduling in collaboration with principals and assist with communication and coverage needs Compliance & Reporting Assist with state reporting requirements, including annual ADM updates Coordinate mandated services documentation and reimbursement logs Maintain faculty attendance records and absence summaries in coordination with Middletown City School District Attend and support weekly staff meetings; track and maintain accurate faculty attendance. Academic & Student Support Maintain K-12 academic records including honor roll Assist with report cards, progress reports, and FACTS-related processes Support principals with curriculum coordination and distribution Prepare student handbooks and orientation materials Event & Program Coordination Coordinate staff recognition and appreciation events, including end-of-year staff awards (ordering, preparation, and distribution), Christmas breakfast, in-service meals, and other faculty events Coordinate the planning and organization of campus-wide seasonal decorations and displays, including Christmas decorations, in collaboration with staff and volunteers Coordinate and support school-wide special projects, community engagement initiatives, and service opportunities, serving as the primary point of contact for planning, communication, and logistics. Serve as primary contact for school photography and similar services Format and print programs and materials for the drama department, kindergarten graduation, and other school events External Programs & Partnerships Support recruitment efforts, including conference logistics, travel, and materials Coordinate chapel speaker scheduling and logistics. Additional working conditions may include: Occasional exposure to blood, bodily fluids, and tissue Occasional operation of a vehicle under inclement weather conditions May have interaction with an unruly student Occasionally lift, carry, push, and pull various items up to a maximum of 40 pounds (100 pounds on wheels), e.g., paper boxes, deliveries of supplies and equipment Employee Benefits: Health Insurance Vision Insurance Life Insurance This job description is only to be interpreted as a basic guideline of job responsibilities. As a school, we require employees to perform duties as assigned that may not appear on this job description. School personnel will be required to follow the instructions and perform the duties required by their supervisor, appointing authority, or designee. #J-18808-Ljbffr