District Office Administrative Assistant

District Office Administrative Assistant

The District Office Administrative Assistant provides high-level administrative, organizational, operational, and clerical support to the District Office staff. This role oversees the daily operations of the office, ensuring efficiency and accuracy while maintaining the highest standards of confidentiality and professionalism. The Administrative Assistant serves as a key point of contact for patrons, community members and visitors, fostering positive relationships through exceptional customer service, effective communication, and a welcoming approach.

Essential Duties Responsibilities:

• Front Office & Customer Service
  • Serve as the primary point of contact for the district office by answering phones, greeting visitors, and assisting students, families, staff, and community members.
  • Respond to general questions and direct individuals to the appropriate department or staff member.
  • Manage general district office correspondence, emails, and routine communication.
  • Maintain a professional and welcoming district office environment.
• Superintendent Support
  • Serve as administrative support to the Superintendent.
  • Assist with scheduling, calendars, meeting preparation, correspondence, and follow-up items.
  • Prepare documents, reports, agendas, and materials as requested.
  • Assist with district projects, organizational tasks, and administrative follow-through.
  • Maintain confidentiality regarding district and personnel matters.
• Human Resources Support
  • Provide administrative assistance to the HR Manager.
  • Assist with employee records, onboarding paperwork, staff files, and routine HR documentation.
  • Support staff communication and distribution of HR-related materials.
  • Assist with tracking deadlines, forms, and employee processes.
• Board Office Support
  • Provide backup support to the Board Clerk.
  • Assist with preparation of board meeting materials, packets, agendas, minutes, and records.
  • Maintain board documents and assist with filing and record management.
  • Support compliance-related documentation and routine board office tasks.
  • Serve as additional capacity during high-volume times.
• Financial & Budget Support
  • Assist with basic district financial processes under the direction of the Board Clerk.
  • Process routine paperwork, invoices, purchase orders, and documentation.
  • Assist with budget tracking, filing, and organization.
  • Support preparation of routine financial reports and records.
  • Maintain accurate documentation and filing systems.
• District Office Systems & Organization
  • Manage office procedures, forms, and administrative systems.
  • Improve efficiency through organization of records and workflows.
  • Assist with maintaining calendars, schedules, and district office resources.
  • Provide backup coverage for essential district office functions.
• Other Duties
  • Assist with special projects as assigned by the Superintendent.
  • Support district events and activities.
  • Perform other duties necessary for the effective operation of the district office.

Qualifications:

• High School diploma required.
• Prior administrative experience is desirable.
• Proficiency with Microsoft Office Suite and Google Workspace; ability to learn Skyward Qmlativ and other systems as needed.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational skills; ability to work independently and prioritize tasks.

Professional Conduct:

• React productively to change and complete all assigned tasks in a timely manner.
• Maintain confidentiality of staff and financial records.
• Demonstrate professionalism when communicating with staff, patrons and community members.
• Maintain emotional control under stress and in stressful situations.
• Maintain timeliness, regular attendance, and physical presence at the job.

Terms of Employment:

• Full-time 12-month position (hours and schedule determined by building needs).
• The Board of Education determines salary and benefits.
• Benefit package includes health insurance, retirement, and leave per district policy.

Evaluation:

• Performance will be evaluated in accordance with district policy and procedures for classified staff.