Administrative Assistant – Finance / Public Records Officer

Job Title: Administrative Assistant – Finance / Public Records Officer

Position Classification Code: CL-ADM (Classified Administrative Support)

Reports To: Chief Finance Officer (CFO)

FLSA Status: Non-Exempt

Work Location: Central Office

Position Summary

The Central Office Receptionist / Administrative Support Specialist serves as the first point of contact for the K–12 school district office, providing professional customer service to parents, staff, students, and community members. This position provides primary administrative support to the Chief Finance Officer and serves as the district’s Public Records Request Officer in accordance with North Carolina General Statutes Chapter 132.

The position performs a broad range of administrative functions, including front office operations, data entry, financial reporting support, district vehicle coordination, and executive- level clerical support. The role also assists the Superintendent’s Office and Public Information

Officer (PIO) with public information and communication efforts. This position requires professionalism, confidentiality, attention to detail, and strict adherence to district policies and procedures.

Essential Duties and Responsibilities

Front Office Operations

• Serve as primary receptionist and first point of contact for the district office
• Greet and assist parents, staff, students, vendors, and visitors in a professional and welcoming manner
• Answer, screen, and route incoming phone calls and emails to appropriate departments
• Maintain visitor sign-in procedures in compliance with district safety policies
• Coordinate meeting room schedules and appointments
• Receive, sort, and distribute incoming mail, packages, and deliveries
• Maintain a clean, orderly, and professional reception and waiting area

Public Records Administration

• Serve as the district’s Public Records Request Officer
• Receive, log, track, and process public records requests in compliance with North Carolina General Statutes Chapter 132
• Coordinate with departments to gather requested records
• Review and redact records to ensure compliance with FERPA and other applicable confidentiality laws
• Maintain accurate documentation and tracking systems for all requests
• Communicate with requestors regarding timelines, scope, and applicable fees
• Ensure compliance with Public Records Law requirements in coordination with the Executive Assistant to the Superintendent and, as appropriate, legal counsel

Administrative Support – Finance

• Provide confidential administrative support to the Chief Finance Officer
• Manage calendars, schedule meetings, and coordinate appointments
• Prepare correspondence, reports, presentations, and financial documents
• Assist in the preparation and distribution of Board of Education financial reports and agenda materials
• Coordinate meetings, including logistics, agendas, and minutes as required
• Serve as a liaison between the finance office and other departments, staff, and external stakeholders

Administrative & Data Management

• Perform accurate data entry into district systems, databases, and spreadsheets
• Maintain electronic and physical records in accordance with district retention policies
• Prepare correspondence, reports, and internal documents
• Maintain organized filing systems and document management processes

Financial & Operational Support

• Assist with preparation and tracking of financial reports, expenditures, purchase orders, and invoices
• Record and reconcile receipts, payments, and petty cash transactions
• Support accounts payable and accounts receivable processes in accordance with district guidelines
• Maintain confidentiality of financial and personnel information

Vehicle & Asset Coordination

• Maintain district vehicle usage logs, mileage records, and driver authorization documentation
• Coordinate vehicle reservations and availability for district staff
• Track fuel usage, maintenance schedules, and service records
• Maintain current Motor Vehicle Reports (MVRs) for all authorized drivers of district vehicles
• Ensure compliance with district vehicle use policies and safety requirements

Clerical Support – Superintendent’s Office & PIO

• Provide clerical support to the Superintendent’s Office as needed
• Assist the Public Information Officer (PIO) with administrative and communication-related tasks
• Assist the Executive Assistant to the Superintendent with public information releases and public records coordination
• Support preparation and distribution of communications, public notices, and
• informational materials
• Assist with coordination of public meetings, events, and community outreach activities

Compliance & Professional Standards

• Adhere to district policies, procedures, and state and federal regulations
• Handle sensitive student, staff, and financial information with discretion and confidentiality, including FERPA compliance
• Maintain a professional demeanor and a positive public image for the district
• Ensure compliance with applicable Public Records Law requirements
• Exercise sound judgment in handling confidential and time-sensitive matters

Additional Duties

• Provide clerical and administrative support across departments as needed
• Perform other duties as assigned by the Chief Finance Officer

Minimum Qualifications

• High school diploma or equivalent required
• Associate’s degree or higher preferred
• Minimum of 3 years of administrative or clerical experience preferred
• Experience in a school system or public agency preferred

Knowledge, Skills, and Abilities

• Knowledge of North Carolina Public Records Law and FERPA preferred
• Strong organizational, communication, and customer service skills
• Ability to manage multiple priorities and maintain confidentiality
• Proficiency in standard office software and technology

Physical Requirements

• Ability to sit for extended periods and perform desk-based work
• Occasional lifting of up to 20 pounds
• Frequent interaction with the public and staff

Terms of Employment

• 12-month employment
• Salary based on local classified salary schedule
• State and local benefits apply

Disclaimer

This job description is not intended to be exhaustive. The employee may perform other related duties as assigned.