Administrative Assistant

Administrative Assistant
FLSA Status: Non-Exempt
To learn more about Harwood Unified Union School District and our schools, visit https://huusd.org/our-schools

Harwood Unified Union School District is seeking a highly organized and detail-oriented Administrative Assistant to support a specific school or department. This position performs a wide range of clerical, secretarial, and administrative duties to ensure efficient daily operations and high-quality service to students, staff, families, and community partners.

The ideal candidate is professional, adaptable, and able to manage multiple priorities while maintaining accuracy and confidentiality.

• Oversee and carry out day-to-day departmental administrative functions
• Serve as department receptionist; answer phones and respond to inquiries
• Prepare correspondence, reports, manuals, and other documents using word processing software
• Maintain appointment and school calendars
• Screen and distribute incoming mail
• Schedule meetings and prepare materials
• Order and maintain office supplies
• Perform photocopying and general office support tasks

• Organize and maintain departmental files and cross-referenced record systems
• Develop and maintain computerized databases and reporting systems
• Enter and manage data; generate regular and special reports
• Maintain logs and manual recordkeeping systems
• Compile information from manual and electronic records in response to requests

• Initiate and process financial documents related to operating budgets or special accounts
• Monitor financial activity and maintain accurate records
• Prepare financial and operational reports
• Process and monitor administrative, financial, and operational forms to ensure timely completion

• Serve as liaison among students, faculty, staff, families, and outside organizations
• Explain policies and procedures and respond to routine inquiries
• Coordinate services and route complex issues to appropriate staff
• Confer regularly with supervisors and district personnel to plan and coordinate activities
• Maintain strict confidentiality and exercise professional judgment

• Perform specialized or technical administrative tasks related to the departments primary function
• Train, assist, or provide occasional direction to junior staff or student workers
• Perform related duties as assigned

Reports to and is evaluated by the School Principal, Department Director, or their designee.

May train, assist, and occasionally direct junior co-workers or student workers; does not serve in a formal supervisory role.

• Associates degree in business or related field plus two to three (23) years of relevant clerical or administrative experience, or equivalent combination of education and experience
• Strong organizational and administrative skills
• Experience maintaining moderately complex filing and records systems
• Proficiency with computerized information systems
• Strong written and verbal communication skills
• Ability to manage confidential information with discretion
• Ability to work effectively with diverse stakeholders

• Experience in a public education or public-sector setting
• Bookkeeping or accounting experience
• Advanced proficiency in Microsoft Office or other office software

• Frequent sitting, standing, walking, speaking, hearing, and use of hands for office tasks
• Occasional reaching and light lifting as needed
• Vision abilities including close, distance, color, peripheral vision, depth perception, and focus adjustment
• Ability to manage multiple priorities and resolve conflicts professionally
• Primarily indoor office environment with moderate noise levels

HUUSD is committed to supporting students, staff, and families through strong systems and collaborative teamwork. Administrative Assistants play a key role in ensuring efficient operations and a welcoming, professional environment across our schools and departments.