Administrative Assistant

Position Title

Administrative Assistant to the Superintendent and Business Office

Reports To

Superintendent and Treasurer/Business Manager

Employment Type

Full-Time, 12-Month Position

Position Summary

Flat Rock-Hawcreek School Corporation is seeking a highly organized, detail-oriented, and customer-focused professional to serve as the Administrative Assistant to the Superintendent and Business Office. This key central office position provides executive-level administrative support to the Superintendent while assisting with business office operations, financial processing, human resources functions, and district compliance requirements.

The successful candidate will possess strong organizational and communication skills, experience with financial management systems, and the ability to maintain strict confidentiality. Preference will be given to candidates with experience using Komputrol software and familiarity with school finance operations.

Essential Duties and Responsibilities

Superintendents Office Support

• Provide administrative support to the Superintendent and district leadership team.
• Serve as the primary point of contact for visitors, staff, parents, community members, and governmental agencies.
• Manage calendars, appointments, meetings, and correspondence.
• Prepare reports, presentations, agendas, meeting minutes, and district communications.
• Assist with preparation and distribution of Board of School Trustees meeting materials.
• Maintain official district records and documentation.
• Coordinate special projects and district initiatives as assigned.

Business Office Support

• Process purchase orders, vouchers, invoices, and claims for payment.
• Assist with accounts payable and other business office transactions.
• Verify supporting documentation and ensure compliance with district purchasing procedures.
• Support annual audits and year-end financial reporting processes.
• Maintain vendor records and assist with procurement activities.

Human Resources Support

• Assist with employee onboarding and employment documentation.
• Coordinate criminal history background checks for employees, substitutes, contractors, and volunteers.
• Maintain personnel records and confidential employee files.
• Assist with employment postings, applicant tracking, and hiring documentation.
• Monitor employee licensing, certifications, and compliance requirements.
• Support benefits enrollment and personnel record maintenance as assigned.

Compliance and Records Management

• Maintain confidential records in accordance with local, state, and federal regulations.
• Assist with public records requests and state reporting requirements.
• Support district compliance efforts related to personnel and financial operations.
• Maintain organized filing systems, both electronic and paper-based.

Customer Service and Public Relations

• Provide exceptional customer service to internal and external stakeholders.
• Respond professionally to inquiries and direct individuals to appropriate resources.
• Promote a positive image of the school corporation through daily interactions.

Other Duties

• Assist with district events, programs, and special initiatives.
• Support other central office functions as needed.
• Perform additional duties as assigned by the Superintendent or Treasurer/Business Manager.

Minimum Qualifications

Required

• High school diploma or equivalent.
• Minimum of three (3) years of administrative office experience.
• Proficiency with Microsoft Office Suite, Google Workspace, and standard office technology.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to handle sensitive and confidential information.
• Ability to prioritize tasks and manage multiple responsibilities with minimal supervision.

Preferred

• Associates or Bachelors degree in Business Administration, Accounting, Office Administration, or a related field.
• Experience in a K-12 school district, municipal government, or public-sector office.
• Experience with Komputrol financial software.
• Experience processing vouchers, purchase orders, accounts payable, or payroll support.
• Experience conducting or coordinating background checks and employment documentation.
• Knowledge of Indiana school finance and school corporation operations.

Knowledge, Skills, and Abilities

• Strong professionalism and discretion.
• Working knowledge of financial and business office procedures.
• Ability to learn and interpret school corporation policies and procedures.
• Strong customer service and interpersonal skills.
• Excellent written communication and proofreading abilities.
• Ability to work independently and collaboratively.
• Exceptional attention to detail and accuracy.

Compensation and Benefits

Salary and benefits will be commensurate with qualifications and experience and in accordance with Flat Rock-Hawcreek School Corporation policies.

Application Procedure

Interested candidates should submit:

• Letter of Interest
• Current Resume
• Three Professional References

Applications will be accepted until the position is filled.

Flat Rock-Hawcreek School Corporation is an Equal Opportunity Employer committed to hiring individuals who support the success and well-being of all students.