Office Administrative Assistant

Office Administrative Assistant

FLSA: Non-Exempt

Reports To: Building Principal/Supervisor

Terms Of Employment: 195 Days with benefits as specified in employee contract.

Locations: Chaffin Middle School

Beginning: October, 2026

District Values

• We will always put student needs first.
• We believe relationships matter.
• We expect accountability.
• We operate with transparency.
• We prioritize student and staff safety.

Qualifications

• High school diploma or equivalent required
• Educational office training preferred
• Strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Docs, Sheets, Slides)
• Strong organizational and interpersonal skills

Essential Job Functions

• Greet and direct visitors to the appropriate locations.
• Prepare requisitions for orders.
• Assist with the scheduling and management of the principal's appointment calendar, if applicable.
• Check in/out all substitute teachers, if applicable.
• Monitor attendance for employees and students.
• Maintain and update records, including invoices, receipts, and expense reports.
• Organize and file documents in a systematic and easily retrievable manner.
• Verify data for accuracy and completeness, identifying discrepancies for correction.
• Prepare daily receipts and deposits; reconcile monthly expenditure reports.
• Open, sort, and distribute interoffice and regular mail.
• Prepare items for staff orientation and staff handbook.
• Input data for recordkeeping in multiple software systems.
• Responds to written and verbal inquiries from a variety of internal and external sources for the purpose of providing information and/or providing direction.
• Monitor copy and fax machines, and telephones, place service calls as necessary.
• Coordinate events, preparation of registration, Parent Orientation, and Parent/Teacher Conferences.
• Ability to produce brochures, handbooks, notebooks, flyers, and meeting agendas.
• Type administration's correspondence, reports, process evaluations, do general filing and typing.
• Answer phone, receive messages, and respond to inquiries by staff, parents, or patrons of the district.
• Assist in preparation of building staff emergency phone list.
• Collect money for student fines, clubs, classes, fundraisers, etc.
• Process collection of returned checks.
• Attend meetings/trainings as required by administration.
• Maintain building directory and Parent Link.
• Must have strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Docs, Sheets, Slides).
• May be required to work additional hours as directed.
• Maintain confidentiality.
• Present and communicate in a professional manner.
• Assist in addressing audit findings and implementing recommendations.
• Ensure compliance with district policies and state regulations.
• Collaborate with other departmental staff to streamline processes and improve overall operations.
• Supervises students during the assigned working day, if needed.
• Maintains prompt and regular attendance
• Demonstrates the ability to maintain positive professional working relationships with others
• Maintains emotional control under stress
• Other duties as assigned by administration.

Other Job Responsibilities

• Must have the ability to lift at least 20 pounds occasionally.
• Ability to endure prolonged standing, walking, sitting, kneeling, occasional reaching above the head or the shoulders, bending, squatting.