Administrative Assistant

OTTUMWA COMMUNITY SCHOOLS

Ottumwa, Iowa

POSITION TITLE: Administrative Assistant - District Operations

REPORTS TO: Director of Operations & Chief Information Officer

Position Summary


The District Administrative Assistant for District Operations provides high-level administrative,


logistical, and financial support directly to the Director of Operations and Chief Information


Officer (or designee). This position serves as the central administrative hub for department-level


purchasing, package receipt and tracking, inventory control, work order administration,


transportation logistics, and general communication across operational departments (including


Transportation, Maintenance, Operations, Custodial, Security and IT).

QUALIFICATIONS:


Education

• Provide direct administrative support for departments overseen by the Director of

Operations and Chief Information Officer.

• Prepare high-level correspondence, reports, spreadsheets, presentations, and maintain

departmental records, calendars, and confidential files.

• Serve as the primary administrative point of contact for district leadership, staff, vendors,

and the public, delivering professional customer service and coordinating operational


communications.


Knowledge, Skills, and Abilities

• Provide direct administrative support for departments overseen by the Director of

Operations and Chief Information Officer.

• Prepare high-level correspondence, reports, spreadsheets, presentations, and maintain

departmental records, calendars, and confidential files.

• Serve as the primary administrative point of contact for district leadership, staff, vendors,

and the public, delivering professional customer service and coordinating operational


communications.


Preferred Characteristics

• Highly organized, process-driven, and dependable.
• A proactive, independent problem solver who requires minimal oversight for daily

operations.

• Skilled at establishing professional boundaries while delivering excellent customer

service.

• Proficient in managing inventory systems and administrative logistics.
• Able to maintain absolute confidentiality and professional discretion.

ESSENTIAL FUNCTIONS:


Executive & Administrative Support

• Provide direct administrative support for departments overseen by the Director of

Operations and Chief Information Officer.

• Prepare high-level correspondence, reports, spreadsheets, presentations, and maintain

departmental records, calendars, and confidential files.

• Serve as the primary administrative point of contact for district leadership, staff, vendors,

and the public, delivering professional customer service and coordinating operational


communications.


Purchasing, Package Intake & Business Office Coordination

• Coordinate departmental purchasing activities, including requisition creation, purchase

orders, vendor communications, and budget documentation.

• Receive, log, and process all incoming shipments and packages for District Operations

and IT departments; reconcile packing slips against purchase orders, route items to


appropriate end-users, and promptly submit receipt documentation to the Business


Office.

• Track open purchase orders and resolve discrepancies with vendors or the Business

Office as needed.


Inventory Control & Logistics

• Maintain and manage efficient inventory systems across Transportation, Maintenance,

Operations, Custodial, and IT departments.

• Establish organized tracking procedures to monitor supply levels, streamline reordering,

prevent waste, and ensure inventory accuracy across all assigned operational areas.

• Support maintenance and facilities operations by coordinating work orders, ordering

supplies, tracking vendor service calls, and assisting with preventative maintenance


administrative planning.


Operations & Department-Level Staffing Support

• Assist with macro-level transportation operations, including routing support, student

assignments, field trip logistics, and elevated communications with schools and families.

• Coordinate department-level substitute coverage and master scheduling logistics in

collaboration with supervisors. (Does not handle individual employee timecard edits,


missed punches, or routine staff leave requests).

• Maintain confidential records and assist leadership with special department projects and

state/district compliance reporting.


PHYSICAL DEMANDS:

Never

0%

Occasional

1-32%

Frequent

33-66%

Constant

67% +


A.


Standing

X

B.


Walking

X

C.


Sitting

X

D.


Bending/Stooping

X

E.


Reaching/Pushing/Pulling

X

F.


Climbing/Stairs

X

G.


Driving

X

H.


Lifting (10 lbs)

X

I.


Carrying (20 feet)

X

J.


Manual Dexterity Tasks

Telephone

X

Computer

X

Other

K.


Working Conditions

Inside

X

Outside

X

Extremes of


Temperature/Humidity

X

All of the above duties and responsibilities are essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills and/or ability to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements. Individuals may be required to perform any other job-related instructions as requested by their supervisor, subject to reasonable accommodation.

TERMS OF EMPLOYMENT:


Full-time employee, 40 hours a week, non-exempt, 12 month employee


EVALUATION:


Performance of this job will be evaluated in accordance with the provisions of the Board's policy.


DATE: 8/5/2026