12-Month Administrative Assistant - Nichols Career Center

Job Title: Administrative Assistant (12-Month)
Location: Nichols Career Center - Jefferson City School District
Reports To: Nichols Career Center Administration
Position Summary

The Administrative Assistant at Nichols Career Center serves as a key member of the front office team, providing comprehensive clerical, organizational, and operational support to ensure the efficient day-to-day functioning of the Career Center. This role functions similarly to a head school secretary while also managing complex scheduling and communication needs across 13 partner high schools that send students to the Career Center.
Essential Duties and Responsibilities

Office Management & Daily Operations

• Serve as the first point of contact for students, staff, parents, and visitors; provide professional and courteous customer service.
• Manage front office operations, including answering phones, greeting visitors, and directing inquiries appropriately.
• Maintain a welcoming and organized office environment.
• Support the Director and Assistant Director with clerical and organizational tasks.

Attendance & Student Records

• Accurately record, monitor, and maintain student attendance data on a daily basis.
• Communicate attendance concerns with sending schools and families as needed.
• Maintain confidentiality and accuracy of all student records in accordance with district policies and regulations.

Scheduling & Coordination

• Coordinate student schedules in collaboration with 13 sending high schools.
• Communicate schedule changes, transportation adjustments, and calendar updates to all stakeholders.
• Assist with the online enrollment processes and student placement.

Communication & Collaboration

• Serve as a liaison between Nichols Career Center and partner schools.
• Coordinate calendars, events, and important dates across multiple sites.
• Prepare and distribute correspondence, reports, and communications as needed.
• Support staff with internal communications, forms, and documentation.

Administrative Support

• Maintain office files, records, and databases.
• Assist with report preparation, data entry, and document management.
• Support special projects, events, and school functions.
• Order and manage office supplies and materials.

Qualifications

Education & Experience

• High school diploma or equivalent required; associate degree or higher preferred.
• Previous experience in a school office or administrative setting is preferred.
• Experience with student information systems and office software is a plus.

Skills & Competencies

• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent communication and interpersonal skills.
• High attention to detail and accuracy, particularly with data entry and attendance records.
• Ability to work independently while collaborating effectively with a team.
• Proficiency in Microsoft Office, Google Applications, and general office technology.
• Ability to maintain confidentiality and professionalism at all times.

Work Environment

• 12-month position with standard district work calendar.
• Fast-paced office environment requiring frequent interaction with students, staff, and the public.
• Occasional extended hours may be required for special events or peak periods.

Physical Requirements

• Ability to sit, stand, and move throughout the office for extended periods.
• Ability to operate standard office equipment.
• Occasional lifting of office materials up to 25 pounds.

Terms of Employment

• Salary and benefits in accordance with Jefferson City School District policies.

Contact Information:
Human Resources
315 E Dunklin Street
Jefferson City MO 65101

573-659-3013

EQUAL OPPORTUNITY EMPLOYER

NOTICE OF NONDISCRIMINATION
Applicants for admission or employment, students, parents of elementary and secondary school students, employees, sources of referral and applicants for employment, and all professional organizations that have entered into agreements with our School District are hereby notified that our School District does not discriminate on the basis of race, color, national origin, sex, age, religion, or disability in admission or access to, or treatment or employment in, its programs and activities.