Administrative Assistant - District Office & Student Programs

Administrative Assistant - District Office & Student Programs

The Administrative Assistant - District Office & Student Programs provides comprehensive administrative and operational support for the District Office reception area and alternative learning programs to ensure safe, efficient, and effective operations. This position serves as the initial point of contact for students, families, staff, and community members while supporting the daily operations of the Johnston Therapeutic Program (JTP) and Launch program.

Terms of employment: 10month/225 days

Qualifications

• High school diploma or equivalent
• Associate degree in Education, Business/Office Administration, or a related field preferred
• Minimum of two years of administrative support experience
• Proficiency in Google Workspace, Microsoft Office applications, and database management systems

Essential Functions & Responsibilities

• Serve as the primary point of contact for District Office visitors and callers by greeting, directing, and assisting individuals and responding to inquiries.
• Manage the multi-line phone system, secured entrance procedures, visitor management system, and emergency radio communications.
• Communicate and collaborate with program staff, school districts, families and state agencies to support student services and program operations.
• Process student enrollments, withdrawals, and related records.
• Coordinate and maintain student information within district systems and online learning platforms.
• Maintain attendance records and supporting documentation in accordance with district and state requirements.
• Assist with the coordination of student transportation.
• Facilitate daily meal service operations through accurate order management and communication with staff.
• Manage absence management and employee timekeeping systems for assigned program staff.
• Coordinate substitute coverage to maintain adequate staffing levels and provide support to substitute personnel.
• Compose, edit, and distribute correspondence, reports and program-related communications.
• Maintain supplies and coordinate purchasing activities, including ordering, receiving, and reconciling purchases in accordance with district procedures.
• Assist with annual student assessments, program activities, and operational requirements as assigned.
• Complete all required district training and maintain compliance with district procedures.

Other Functions

• Assist staff with the preparation of instructional and program materials.
• Provide support to staff and students as needed.
• Participate in professional learning opportunities related to assigned responsibilities.
• Performs other job-related duties as assigned.

Knowledge, Skills & Abilities

• Knowledge of general office administration, customer service practices, and recordkeeping procedures
• Proficiency in Microsoft Office Suite, Google Workspace, and the ability to learn district-specific software applications
• Skill in operating standard office equipment and technology systems
• Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Excellent verbal, written, and interpersonal communication skills
• Ability to maintain confidentiality and handle sensitive information with discretion
• Ability to work independently, demonstrate initiative, and collaborate effectively
• Ability to provide professional and courteous service

In evaluating candidates for this position, Johnston Community School District may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Physical requirements & work environment:

• Frequent sitting with moderate standing and walking
• Ability to lift and carry up to 25 lbs.
• Occasional stooping, bending, kneeling, and squatting
• Occasional exposure to irritated/agitated individuals
• Work is performed in an indoor office environment