Business Office Administrative Assistant

Job Title:

Business Office Administrative Assistant Department:

Clerical Reports To:

Business Manager Classification:

Non-Exempt Hourly Job Summary Provides administrative and clerical support to the district office team, ensuring efficient day-to-day operations. This role serves as a central point of contact for visitors, phone calls, and general inquiries.

Education and Experience:

Education:

High school diploma or equivalent

Experience:

Previous experience in an office environment or administrative support. Experience working for a school district. Duties /

Responsibilities:

Answering Phone Calls:

Handle phone inquiries, take messages, and direct calls to appropriate staff members.

Greeting Visitors:

Welcome visitors, ensure they follow proper sign-in protocols, and direct them to the appropriate office.

Maintaining Office Supplies:

Monitor and order supplies for the office, ensuring materials are stocked.

Filing and Documentation:

Maintain filing systems and proper documentation.

File Management:

Maintain and update both electronic and paper files related to students, school activities, and staff information.

Document Creation and Editing:

Type letters, memos, reports, and other documents, ensuring they are accurate and professional.

Data Management:

Input data into spreadsheets or school systems as required, maintaining up-to-date records for finance.

Office Organization:

Keep the office area clean and organized, ensuring that paperwork is filed correctly and that office space is conducive to productivity.

Confidentiality and Discretion:

Handle confidential information related to students, staff, and school policies in a discreet and professional manner.

Daily Mail Distribution:

Coordinate and execute the daily mail run (approx. 1 hour/day), ensuring the timely and secure transport of documents and packages between the District Office and all school buildings.

Mail Processing & Intake:

Manage all incoming mail at the District Office, including opening, sorting, and dispersing correspondence and packages to the appropriate departments or staff members. Required Skills /

Abilities:

Organizational Skills Multitasking Attention to detail Time management Communication Skills Verbal and written communication Interpersonal skills Conflict resolution Technology Proficiency Microsoft Office, Google Workspace Financial systems Basic troubleshooting Customer Service Skills Friendly demeanor Patience and empathy Confidentiality and Discretion Handling sensitive information Trustworthiness Problem-Solving and Critical Thinking Adaptability Resourcefulness Decision-making Teamwork and Collaboration Working with staff Office and Clerical Skills Filing and record-keeping Data entry Attention to Health and Safety Familiarity with safety procedures Adaptability and Flexibility Ability to work in a fast-paced environment Stress management skills

Work Conditions:

Office Setting:

The role is based in the district office.

Collaborative Atmosphere:

The administrative assistant works closely with the business manager and finance specialist creating a team-oriented work environment.

Physical Requirements:

Primarily Sedentary:

The majority of tasks involve sitting and working at a desk.

Walking and Standing :

Regular movement around the school to interact with staff, students, and distribute materials.

Light Lifting:

Handling light office supplies, documents, and event materials.

Manual Dexterity:

Typing, filing, and operating office equipment.

Pay:

$17.00 - $23.00 per hour

Benefits:

Flexible schedule Paid time off

Work Location:

In person