Administrative Assistant, Operations Department

Spartanburg School District Two

JOB DESCRIPTION

TITLE: Administrative Assistant, Operations Department

FLSA: Non-Exempt

GENERAL SUMMARY

Provides comprehensive administrative and clerical support to the Operations Department. Performs a wide range of duties to support departmental functions, including preparing budget-related reports, composing and formatting correspondence, maintaining and updating student data, generating reports, and managing records. Responsibilities also include filing, copying, answering and directing incoming calls, scheduling appointments, processing incoming and outgoing mail, and entering data with accuracy and efficiency.

ESSENTIAL RESPONSIBILITIES

• Provides clerical support by performing such duties as answering incoming telephone calls and taking messages; sorting and distributing mail; typing letters, reports and memoranda; filing; directing visitors; and scheduling meetings.

• Types, completes and/or files various documents, records, and reports such as letters, memoranda, agendas, work orders, invoices, purchase orders, etc.

• Completes data reporting for the district. Must be proficient in using PowerSchool as well as sorting, filtering, organizing data with Google Drive and Excel worksheets.

• Residency & Enrollment Support

- Assist families with submission of required residency documentation during student registration and annual verification periods.

- Assist families in completing shared housing, custody, and McKinney-Vento affidavits in accordance with district policy.

- Works with school social workers and student services staff regarding sensitive student situations.

- Troubleshoot registration issues and escalate complex cases appropriately.

• Prepares budget reports and updates for department. Maintains copies of purchase orders, invoices, and essential funding documents. Assists with preparation in financial audits.

• May order, control, and/or monitor departmental supplies and equipment.

• Handles confidential documents in an appropriate manner; maintains confidential files and records such as employee information; enters student information to computer as assigned.

• Interacts with various persons in the performance of duties including school administrators and staff, students, parents, business persons, government officials and agencies, etc.

- Provide clear, courteous, and timely communication in person, by phone, and via email.

- Maintain confidentiality and professionalism when handling sensitive student and family information.

• Operates general office equipment and technology.

• Performs other related duties as required.

JOB SPECIFICATIONS

Education and Experience:

• Minimum Associate's degree.
• Bachelor's degree in related field preferred with at least two (2) years of clerical experience.

Knowledge:

Knowledge of Business English, grammar, spelling, punctuation, mathematical computation. Working knowledge of departmental policies, procedures, and operations (special education). General knowledge of the principles of office management and of modern office procedures, systems and equipment such as computers, printers, copiers/scanners. Knowledge of the records and reports which must be prepared and maintained. Exceptional knowledge in Microsoft programs including Word and Excel. Knowledge of Google Drive, Forms, Sheets, Docs and other Google applications. Experience in office management preferred.

Skills/Effort:

Ability to maintain standards of accuracy in exercising duties. Ability to work on confidential assignments and time-sensitive tasks. Ability to multi-task regularly. Ability to type clear copy at the minimum required rate. Skill in the use of general office equipment. Good written and verbal communication, organization, mathematical, organizational, and communication skills.

Working Conditions:

Conducts duties in an office environment with no significant exposure to environmental conditions. Requires ability to work under a degree of stress related to duties that required constant attention, and meeting deadlines. Physical demands are restricted to office work requiring lifting/moving of items up to 25 pounds. Job requires the operation of standard office equipment. Nature of job requires frequent use of computer and monitors for long durations.

Responsibility:

No supervisory responsibility.

DISCLAIMER STATEMENT

This job description is not intended as a complete listing of job duties. The candidate is responsible for the performance of other related duties as assigned/required.

Spartanburg School District Two believes it has the obligation to provide the best administrative and supervisory personnel available for the district regardless of race, religion, sex (including pregnancy, childbirth, or any related medical conditions), color, disability, age (40 or older), genetic information, national origin, or any other applicable status protected by local, state, or federal law.