Business Office Administrative Assistant

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.

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.