Administrative Assistant - Decatur High Ability Academy

TITLE: DHAA Administrative Assistant

REPORTS TO: Director of DHAA

EMPLOYMENT STATUS: 205-Day Contract

SALARY: Educational Support Staff – Hourly

LOCATION: Decatur High Ability Academy

JOB DESCRIPTION:

The Administrative Assistant is responsible for organizing and maintaining an efficient, professional, welcoming, and effective main office at the Decatur High Ability Academy. This position provides essential support to building administration, students, staff, parents/guardians, and community members while managing a variety of clerical, student services, financial, attendance, and operational responsibilities.

The Administrative Assistant serves as a key point of contact for DHAA and must demonstrate exceptional customer service, organization, confidentiality, accuracy, communication, and professionalism.

Essential Duties and Responsibilities

Office Management & Communication

• Organize and maintain an efficient and effective DHAA Main Office.
• Serve as a primary point of contact for students, parents/guardians, staff, visitors, and community members.
• Greet visitors and respond to telephone calls in a pleasant, professional, and efficient manner.
• Communicate effectively when addressing routine, sensitive, and confidential matters.
• Distribute incoming and outgoing mail and correspondence.
• Respond to and appropriately route requests for information.
• Prepare, transcribe, proofread, copy, and distribute letters, reports, notices, and other correspondence.
• Maintain organized electronic and paper filing systems as appropriate.
• Maintain a positive and professional office environment that contributes to excellent morale among students, parents, staff, and visitors.
• Maintain confidentiality regarding student, staff, financial, and other sensitive information in accordance with district policies and applicable laws.
• Attend required meetings and trainings.

Student Records & School Operations

• Prepare, copy, distribute, and/or maintain DHAA attendance reports.
• Maintain and distribute student rosters as needed.
• Assist administration with student enrollment, transfer, and withdrawal documentation as assigned.
• Assist with DHAA year-end reports and records.
• Print and distribute student report cards.
• Assist with the assignment, distribution, collection, and return of student iPads and related technology.
• Maintain accurate records related to student-issued devices as required.
• Assist students and families with routine questions and direct them to the appropriate administrator, counselor, teacher, or department when additional assistance is needed.
• Provide administrative support for other student records, reports, and operational needs as assigned.

Administrative Support

• Provide daily administrative and clerical support to the DHAA Director and other assigned administrative staff.
• Assist administrators with calendars, meetings, correspondence, reports, records, and other daily operational needs.
• Prepare documents, reports, spreadsheets, and other materials as requested.
• Assist with special projects, events, and building activities.
• Support the coordination and communication of building procedures and operational information.
• Perform additional administrative responsibilities necessary for the efficient operation of DHAA.

Financial & Bookkeeping Responsibilities

• Perform assigned reconciliation and account-balancing responsibilities for the Principal/Director.
• Process and maintain purchase orders in accordance with district procedures.
• Complete daily remittance sheets and maintain supporting documentation.
• Process and reconcile electronic payments, including E-Funds.
• Prepare and process banking transactions and deposits.
• Maintain accurate financial records and supporting documentation.
• Complete monthly financial reconciliation and month-end reports.
• Assist with fiscal year-end and school year-end financial reports.
• Process transfers of student-related funds as appropriate.
• Assist administration with monitoring building accounts, expenditures, and available balances.
• Follow all MSD of Decatur Township financial procedures, internal controls, purchasing requirements, and audit expectations.
• Work collaboratively with the district Business Office to ensure accurate and timely financial reporting.

Payroll, Staff Attendance & Substitute Coordination

• Process assigned payroll responsibilities for DHAA and other designated programs or departments, which may include DHAA.
• Maintain and process staff attendance records for DHAA and DTSE as assigned.
• Coordinate substitute coverage and Kelly Education/Kelly Services processes as assigned.
• Verify employee absences and substitute information for accuracy.
• Communicate staffing and substitute needs with administrators and appropriate district personnel.
• Maintain accurate documentation associated with payroll, staff attendance, and substitute services.

Professional Expectations

The Administrative Assistant is expected to:

Demonstrate a high level of professionalism, dependability, accuracy, and confidentiality.

• Provide exceptional customer service to students, families, employees, and community members.
• Establish and maintain positive working relationships with students, parents/guardians, staff, administrators, and district personnel.
• Communicate clearly, professionally, and respectfully in person, by telephone, and through electronic communication.
• Exercise sound judgment when handling confidential, sensitive, or challenging situations.
• Demonstrate strong organizational and time-management skills while managing multiple responsibilities and deadlines.
• Maintain accurate records and demonstrate attention to detail, particularly when handling financial, payroll, attendance, and student information.
• Work independently while also functioning effectively as a member of the DHAA team.
• Demonstrate flexibility and adaptability as the needs of the school change throughout the year.
• Support the mission, vision, Culture Guide, and Portrait of a Graduate of MSD of Decatur.

Minimum Qualifications

• High school diploma or equivalent required.
• Previous administrative assistant, secretarial, bookkeeping, school office, or related experience preferred.
• Demonstrated proficiency with computers, office productivity software, electronic records, and standard office equipment.
• Ability to learn and effectively utilize district student information, financial, payroll, attendance, substitute management, and communication systems.
• Strong written and verbal communication skills.
• Strong organizational, bookkeeping, and record-management skills.
• Ability to perform basic accounting functions accurately, including reconciliation, deposits, purchase orders, and financial reporting.
• Ability to maintain strict confidentiality.
• Ability to work effectively with students, parents/guardians, employees, administrators, and members of the public.
• Ability to prioritize multiple responsibilities and meet established deadlines.
• Successful completion of all required background checks and employment requirements.

Physical & Work Requirements

The employee must be able to perform the essential functions of the position with or without reasonable accommodation. Duties may require prolonged periods of sitting and computer use, frequent communication with students and adults, movement throughout the school office and building, operation of standard office equipment, and occasional lifting or movement of office materials and supplies.

Additional Duties

The statements contained in this job description describe the general nature and level of work performed by employees assigned to this position. They are not intended to represent an exhaustive list of all responsibilities and duties. The employee may be assigned other duties and responsibilities as necessary to support the effective operation of the Decatur Township School for Excellence and MSD of Decatur Township.

We are an EEO employer.