KNOWLEDGE, SKILLS & ABILITIES

• Office Procedures: Knowledge of general office practices and procedures, including filing, record keeping, and office organization.
• Communication Skills: Strong verbal and written communication skills to effectively interact with staff, students, parents, and external stakeholders.
• Customer Service: Ability to provide excellent customer service, respond to inquiries, and handle difficult situations professionally.
• Time Management: Ability to manage multiple tasks and prioritize assignments to meet deadlines in a fast-paced environment.
• Technical Proficiency: Proficient in using office productivity software (e.g., Microsoft Office Suite, Google Workspace), email systems, and office equipment (e.g., printers, fax machines, copiers).
• Data Entry & Accuracy: Strong attention to detail for accurate data entry and record maintenance in various systems (e.g., student data systems, financial tracking software).
• Problem-Solving: Ability to identify issues, research solutions, and implement corrective actions, ensuring smooth operations.
• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality in accordance with district policies and legal requirements.
• Organizational Skills: Strong organizational skills to manage office materials, schedules, records, and correspondence efficiently.
• Interpersonal Skills: Ability to work well with others, including staff, students, parents, and external parties, while fostering a collaborative work environment.
• Adaptability: Willingness to learn new software or systems as needed and adapt to changes in office processes or school district policies.
• Budget & Procurement Knowledge: Understanding of basic budgeting processes, expense tracking, and procurement practices related to office supplies and materials.
• Event Coordination: Ability to plan, coordinate, and execute events, meetings, or conferences for the department or leadership team.

EDUCATION AND/OR EXPERIENCE

• High School Diploma or GED required.
• An Associate’s Degree in Business Administration, Office Management, or a related field is preferred.
• Additional certifications or coursework in office administration, project management, or related areas may be a plus.
• Minimum of 2–3 years of experience in an administrative support role, focusing on office management, executive assistance, or related fields.
• Experience managing schedules, coordinating projects, handling correspondence, and maintaining records.
• Familiarity with the specific software and systems used by the organization, such as Microsoft Office Suite, database management systems, and financial software, is essential.

SUMMARY OF RESPONSIBILITIES

The Administrative Assistant II provides advanced administrative support to the school or district’s leadership team. Under general supervision, this role includes various duties, such as managing office operations, coordinating schedules, assisting with special projects, and overseeing the department’s daily administrative needs. The Administrative Assistant II serves as a point of contact for internal and external stakeholders, handles sensitive information, and ensures the smooth functioning of office processes.

DUTIES AND RESPONSIBILITIES

• Oversee the daily operations of the office, ensuring efficiency and effectiveness.
• Communication: Serve as the primary point of contact for staff, students, parents, and external stakeholders. Respond to inquiries, provide information, and direct visitors or callers as needed.
• Scheduling & Coordination: Manage calendars and coordinate appointments, meetings, and events for the department or leadership team.
• Document Preparation: Prepare and proofread correspondence, reports, presentations, and other documents for the leadership team or department.
• Record Maintenance: Maintain and organize department records, files, and databases. Ensure proper documentation and confidentiality of sensitive information.
• Budgeting & Procurement: Assist with managing budgets, tracking expenses, and ordering supplies. Oversee inventory and handle procurement of office materials.
• Project Support: Assist with special projects such as coordinating events, preparing reports, and gathering necessary information for decision-making.
• Data Entry & Reporting: Enter and update data, generate reports, and ensure accurate record-keeping of departmental activities or student information.
• Student & Staff Support: Assist with coordinating student services, including enrollment, field trips, and other school activities.
• Confidentiality & Discretion: Handle confidential information with discretion and follow appropriate protocols for document management and communication.
• Other Duties: Perform other administrative tasks and assignments as required by the department or leadership team to support school operations.