Administrative Assistant - ASC (Administrative Service Center)

Starting date: Immediately

About the role

Provides administrative and office support to the curriculum department.

Pay

$21.53 to $22.63 hourly (based on education and experience)

Benefits

• Medical, dental, and vision insurance
• Life insurance
• Sick leave
• Personal leave
• Vacation
• State retirement (PERF)

Qualifications

Required

• High School Diploma with a minimum of four (4) or more years in administrative, accounting/bookkeeping, or secretarial position in a similar sized school district or equivalent setting
• Proficient to advanced computer skills including Excel, Word, and Google platform

Preferred

• Bachelor’s degree in Business Administration or a related field

Skills

• Customer Service: Manages difficult or emotional customer situations; responds promptly to customer needs
• Communication: Listens and gets clarification; responds well to questions; participates in meetings. Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; able to read and interpret written information
• Planning/Organizing: Prioritizes and plans work activities; uses time efficiently; follows policies and procedures. Manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events; self-starter and independent worker
• Professionalism: Maintains confidentiality; approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments

Responsibilities

• Work with the strictest confidentiality on any job assigned by the department Administrator(s)
• Maintain and organize office filing systems for correspondence, contracts, staff information, and all other data
• Assist leadership in preparing grant applications and reports
• Maintain third-party custody requests
• Manage the ordering, inventory, and distribution of curriculum materials as needed for the department (e.g., PLTW kits)
• Perform data entry for requests for adding, transferring, and changes in the performance management system (currently the PIVOT system)
• Manage the day-to-day processing of Purchase Orders
• Oversee the processing of field trip and fundraising forms and ensure timeliness, including providing information for school board approval as necessary
• Receive, compile, and track all transfer requests for all schools and ensure completion of the process
• Maintain and track virtual academy requests and assist with the transition
• Maintain all account records; work with the Business Office to ensure accuracy
• Receive and process purchase orders in a timely manner; log in and out received materials, correcting errors with originating company
• Scan and maintain district student records and provide records to individuals as requested in accordance with district and state requirements
• Prepare mileage statements for district-level staff
• Process timecards, ensuring accounting information, pay, and appropriate signatures are documented; log information and provide to the payroll department
• Serve as backup to the district receptionist
• Support the curriculum department with special projects as necessary
• Provide general administrative support: maintain filing system, read and process incoming mail, transcribe letters and/or other necessary files, make copies, scan documents, answer telephones, schedule meetings, and reserve facilities
• Order office supplies, kitchen supplies, and meals as necessary
• Perform other related duties as assigned by administration or their designee

Physical Requirements

• Frequently required to sit and reach with hands and arms
• Occasionally required to stand, walk, stoop, kneel, crouch, or crawl
• Must occasionally lift and/or move up to 40 pounds
• Must remain free of any alcohol or drug use that may impair job performance