Office Administrative Assistant

Office Administrative Assistant

FLSA: Non-Exempt

Reports To: Building Principal/Supervisor

Terms Of Employment: 195 Days with benefits as specified in employee contract.

Locations: Chaffin Middle School

Beginning: October, 2026

District Values

We will always put student needs first.

We believe relationships matter.

We expect accountability.

We operate with transparency.

We prioritize student and staff safety.

Qualifications

High school diploma or equivalent required

Educational office training preferred

Strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Docs, Sheets, Slides)

Strong organizational and interpersonal skills

Essential Job Functions

Greet and direct visitors to the appropriate locations.

Prepare requisitions for orders.

Assist with the scheduling and management of the principal's appointment calendar, if applicable.

Check in/out all substitute teachers, if applicable.

Monitor attendance for employees and students.

Maintain and update records, including invoices, receipts, and expense reports.

Organize and file documents in a systematic and easily retrievable manner.

Verify data for accuracy and completeness, identifying discrepancies for correction.

Prepare daily receipts and deposits; reconcile monthly expenditure reports.

Open, sort, and distribute interoffice and regular mail.

Prepare items for staff orientation and staff handbook.

Input data for recordkeeping in multiple software systems.

Responds to written and verbal inquiries from a variety of internal and external sources for the purpose of providing information and/or providing direction.

Monitor copy and fax machines, and telephones, place service calls as necessary.

Coordinate events, preparation of registration, Parent Orientation, and Parent/Teacher Conferences.

Ability to produce brochures, handbooks, notebooks, flyers, and meeting agendas.

Type administration's correspondence, reports, process evaluations, do general filing and typing.

Answer phone, receive messages, and respond to inquiries by staff, parents, or patrons of the district.

Assist in preparation of building staff emergency phone list.

Collect money for student fines, clubs, classes, fundraisers, etc.

Process collection of returned checks.

Attend meetings/trainings as required by administration.

Maintain building directory and Parent Link.

Must have strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Docs, Sheets, Slides).

May be required to work additional hours as directed.

Maintain confidentiality.

Present and communicate in a professional manner.

Assist in addressing audit findings and implementing recommendations.

Ensure compliance with district policies and state regulations.

Collaborate with other departmental staff to streamline processes and improve overall operations.

Supervises students during the assigned working day, if needed.

Maintains prompt and regular attendance

Demonstrates the ability to maintain positive professional working relationships with others

Maintains emotional control under stress

Other duties as assigned by administration.

Other Job Responsibilities

Must have the ability to lift at least 20 pounds occasionally.

Ability to endure prolonged standing, walking, sitting, kneeling, occasional reaching above the head or the shoulders, bending, squatting.

Job Type: Full-Time, Permanent