District Office Administrative Assistant JobID: 295

• Position Type:

  Support Staff/ Administrative Assistant

• Date Posted:

  7/29/2024

• Location:

  Denison Community School District

  District Office Administrative Assistant

  Position Goal

  To support the Superintendent and Director of Business Operations in a professional manner that leads to a strong financial reporting system which is efficient, accountable, responsible, and user friendly.

  To assist and relieve the Superintendent and Director of Business Operations of some management tasks and impediments so that he/she may devote maximum attention to their essential duties.

  Reports to

  Director of Business Operations and/or Superintendent

  Desired Qualifications

  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  Education and Experience

  Associate’s Degree preferred

  Two years of administrative support experience

  Skills

  Ability to work with the administration, staff, and students.

  Ability to act as a liaison between the public and the school and promote the general image of the total school system.

  Excellent organizational and time-management skills.

  Strong written and verbal communication abilities.

  Proficiency in standard office applications such as Microsoft Office and Google Suites.

  Ability to operate office equipment incidental to clerical duties.

  Ability to multitask and prioritize effectively in a dynamic environment.

  Attention to detail and a high level of accuracy.

  Strong interpersonal skills and the ability to work collaboratively with diverse groups.

  Essential Duties and Responsibilities

  Act as secretary and receptionist for the District Office.

  Assist in maintaining the office calendar, scheduling meetings, appointments, and events.

  Prepare and edit correspondence, reports, invoices, and presentations.

  Handle phone calls, emails, mail, deliveries, other communications, and prioritizing urgent matters.

  Organize and maintain general files, personnel files, records, and documentation for easy retrieval.

  Obtain, gather, and organize pertinent data as needed and put it into usable form (staff training completion, licensure expiration, directory information, etc).

  Assist with special projects and initiatives led by the Superintendent.

  Track project progress, gather necessary information, and report updates.

  Coordinate with various departments to ensure project timelines are met.

  Order and maintain office supplies, ensuring the District Office is well-equipped.

  Oversee office equipment maintenance and coordinate repairs when necessary.

  Maintain a clean and organized office environment.

  Count and prepare money for the district.

  Handle purchase orders, place orders, and keep accurate records.

  Maintain nutrition and activity funds ensuring accurate records and reports.

  Assist with district accounts payable and accounts receivable.

  Perform bookkeeping tasks associated with the specific position.

  Process and determine eligibility for free and reduced hot lunch applications, including verification and monthly State reports.

  Maintain district enrollment records.

  Prepare and mail itemized tuition and open enrollment statements by specified deadlines.

  Create regular reports related to activity, nutrition, enrollment, and more.

  Maintain inventories of equipment purchased with special funds.

  Handle sensitive information with the utmost confidentiality and discretion.

  Uphold a high standard of professionalism in all interactions.

  Other duties as assigned.

  Communication Skills

  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to communicate with coworkers in a professional and courteous manner. Serve as a point of contact between the Superintendent and staff, parents, community members, and other stakeholders. Handle inquiries and provide information to stakeholders professionally and courteously.

  Analytical and Reasoning Skills

  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or

  diagram form. Ability to be flexible in coping with any situation that may arise.

  Technology Skills

  Must be able to operate a personal computer and use standard office applications and student information system software. Must be able to use the computer to use email, complete required training, and enter time tracking information.

  Physical Demands and Work Environment

  While performing the duties of this job, the employee is regularly required to sit; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to talk or hear. The employee is occasionally required to stand; stoop; kneel; crouch or crawl; and taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The noise level in the work environment is occasionally loud.

  Other Duties as Assigned

  Will perform other duties as may be assigned by the superintendent or designee, necessary and appropriate to achievement of the program and/or District goals and objectives.

  Terms of Employment

  Salary and benefits to be determined by the Board of Education.

  Evaluation

  Performance of this job will be evaluated in accordance with the provisions of the Board’s policy on evaluation of support services personnel.