Administrative Assistant-Chief of Staff

Job Description:Administrative AssistantFLSA Status: Non-ExemptDepartment:Chief of Staff OfficeReports to:Chief of StaffLocation:Central OfficeSalary Scales:F0 (18.63/h)– F30 ($25.11/h)Position Type:Full-Time (Hourly)Salary Range:$35,472 - $47,809Description of Position: The Administrative Assistant for the Chief of Staff Office will spend most of his/her time assisting with tasks in the Office of Human Resources. The individual will provide administrative support for departments under the purview of the Chief of Staff. The individual will also provide direct support for the Chief of Staff and assist with school safety tasks. This individual will report to the Chief of Staff.

Essential Duties And Responsibilities

Perform Tasks for Office of Human Resources (50%)

• Serve as the primary contact for Substitutes.
• Monitor substitute fill rates and assist with securing substitutes as needed.
• Assist with managing absences, including the Absence Management platform.
• Conduct weekly checks for updated licenses for certified staff.
• Schedule new employees for background checks and orientation.
• Track budget expenditures, budget transfers, and reconcile accounts for assigned budget categories
• Maintain search committee documents such as rubrics and confidentiality agreement.
• Manage revisions to the Employee Handbook; update to reflect policy revisions.
• Send annual reminders to supervisors to examine job descriptions.
• Manage Human Resources calendar.
  
  

Provide Administrative Support for Chief of Staff Departments (20%)

• Schedule travel and maintain travel records.
• Process work orders, requisitions, and travel reimbursements.
• Perform customer service functions by answering employee requests and questions.
  
  

Provide Direct Support for the Chief of Staff (10%)

• Schedule meetings (employees, departments, and district committees).
• Prepare minutes and maintain records for meetings.
• Prepare routine correspondence.
  
  

Assist with School Safety Tasks (10%)

• Manage edits to Crisis Management Plans.
• Manage records and send reminders related to safety drills.
• Maintain records for the District Crisis Management Team.
• Manage the Google Crisis Management Calendar.
  
  

Additional Responsibilities (10%)

• Serve as support/backup for the Central Office Receptionist.
• Assist with preparing for district activities such as employee recognitions and training.
• Perform other duties as assigned.
  
  

Minimum Qualifications

• High school diploma
• Two years of job-related experience in a similar position.
• Experience using Microsoft Office Suite or computer software.
• Ability to operate most standard office equipment.
• Organized and able to multitask.
• Ability to occasionally lift files and office products up to 20 pounds.
• All employees hired by the school district must pass a criminal background and child abuse registry check.**
  
  

Preferred Qualifications

• Associate degree or higher
• Experience with budget monitoring
• Experience with editing documents
• Excellent telephone and oral communication skills.
  
  

Last Revised08/30/2023