Administrative Assistant for Business & Operations

FRANKLIN COUNTY SCHOOLS JOB DESCRIPTION

Job Title: Administrative Assistant for Business & Operations

Department: Business & Operations

Reports To: Chief of Finance, Executive Director of Human Resources, and Executive Director of Auxiliary Services

FLSA Status: Non-Exempt

PAY GRADE: O

Job Summary:
Under the supervision of the Chief of Finance, the Executive Director of Human Resources, and the Executive Director of Auxiliary Services, performs highly skilled and responsible secretarial and administrative work. In addition to communicating, filing, and scheduling, this position performs duties such as assisting with reporting, coordination of meetings and conferences, obtaining supplies, and working on special projects. This position works with sensitive information and must maintain a high degree of confidentiality. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload to ensure the smooth and efficient management of both offices.

DUTIES AND RESPONSIBILITIES

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative and Executive Support

? Serve as the confidential secretary to the Chief of Finance, Executive Director of Human Resources, and Executive Director of Auxiliary Services
? Plan and coordinate major meetings, including taking and preparing minutes when required and managing follow-up correspondence.
? Maintain and update calendars for training and conference rooms, assisting with reservations and scheduling.
? Assist in developing documents, presentations, and spreadsheets as requested.

Communication and Coordination

? Coordinate recruitment-related travel arrangements and conference registrations for professional development.
? Assist with inquiries and requests, providing information or redirecting as needed to ensure timely responses.

Business & Finance Support
? Assistance with the production of financial and budget reporting tasks assigned by the Chief of Finance.
? Process staff development and travel accommodations for submission to accounts payable.

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? Maintenance of charter school rosters in coordination with the Finance Officer.
? Management of district inventory.
? Management of district wide fundraising activities (software management only)
? Assistance with special projects as assigned by the Chief of Finance

Human Resources Support

? Prepare correspondence, reports, presentations, and other documents for the Executive         Director of Human Resources.
? Coordinate meetings, interviews, training sessions, and professional development activities, including scheduling, preparing materials, and recording minutes as requested.
? Prepare, process, and maintain confidential Human Resources documents, records, and correspondence in accordance with established procedures.
? Maintain Human Resources data, reports, and spreadsheets to support departmental operations and ensure data accuracy.
? Provide administrative support for departmental operations, special projects, and other       assignments as directed by the Executive Director of Human Resources.

Auxiliary Services Support

? Maintain and manage the fixed assets inventory for Transportation.

? Monitor Department of Transportation (DOT) physical expiration dates; notify employees of upcoming renewals and update tracking records.

? Coordinate substitute driver coverage for planned absences of Exceptional Children (EC) bus drivers.

? Manage vehicle registration, license tags, titles, and related documentation for fleet vehicles.

? Collect and review TD-28 forms daily; communicate maintenance issues to the Shop Supervisor daily by predetermined time.

? Coordinate and schedule required drug and alcohol testing in compliance with federal and state regulations.

Project and Event Management
? Support special projects, assembling and organizing data and putting it into usable formats for reporting.
? Plan and coordinate departmental events, including logistics, invitations, and follow-up activities.
? Gather and summarize information as needed for reports and special projects.

Additional Job Functions

? Assist with other department operations as assigned by the Chief of Finance, Executive Director of Human Resources, and Executive Director of Auxiliary Services.
? Provides support at the receptionist desk by answering the front door, responding to incoming telephone calls, greeting and directing visitors, and performing other front office duties as needed.
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MINIMUM TRAINING AND EXPERIENCE

? High school diploma required; preference for an Associate’s degree in secretarial science, office management, or a related field.

? A minimum of 5 years of increasingly responsible secretarial experience, preferably in an educational setting.

? Prior experience with financial or Human Resources-related administrative duties is preferred.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

? Physical Requirements: Ability to perform light physical tasks, such as lifting up to 10 pounds, and working at a computer for extended periods.

? Data Conception: Ability to accurately assess and handle data, tasks, and communications with judgment.

? Interpersonal Communication: Strong communication skills with the ability to convey and receive information effectively.

? Language Ability: Proficient in reading and preparing documents with attention to detail.

? Verbal Aptitude: Proficient in recording and delivering information in a clear, understandable manner.

? Motor Coordination: Ability to use office equipment, including a computer and keyboard, efficiently.

? Interpersonal Temperament: Ability to handle tasks calmly under moderate to high stress.

KNOWLEDGE, SKILLS, AND ABILITIES

? Skilled in Google Suite, with particular expertise in Google Docs, Sheets, and Slides.

? Skilled in Microsoft Office Suite, with particular expertise in Word, Excel, and PowerPoint.

? Ability to handle confidential information with discretion and operate with minimal supervision.

? Knowledge of office practices, report writing, and document preparation.

? Strong organizational, multitasking, and problem-solving skills, with the ability to prioritize tasks effectively.

This job description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job. It is not a contract or guarantee of employment, salary, or benefits.
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