Administrative Assistant of Operations

General Definition of Work

The Administrative Assistant provides comprehensive administrative support to the Operations Department and other assigned administrators. Responsibilities include managing calendars, scheduling meetings, maintaining records and files, preparing reports and correspondence, and ensuring compliance, and administrative requirements. This position serves as a key liaison between administrators, staff, and external partners, facilitating communication, coordinating departmental activities, and maintaining efficient office operations, budget accounts, and supplies.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Salary/Status

Support 1, 240 days/8 hours per day

Reports To

Executive Director of Operations

Place of Work

The normal place of work is on the premises used by Rock Hill Schools. Rock Hill Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

• Maintains inventories of supplies and materials for the purpose of ensuring items’ availability.
• Compiles data from a variety of sources for the purpose of complying with financial, legal and/or administrative requirements.
• Composes documents (e.g. correspondence, agenda, minutes, bulletins, reports, etc.) for the purpose of communicating information to school and district personnel, the public, state officials, etc.
• Maintains a variety of files and records for the purpose of maintaining complete and accurate instruction files according to district policy and/or regulations.
• Monitors a variety of processes for the purpose of ensuring efficient processing of instruction department processes and adhering to legal and/or administrative requirements.
• Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Performs other duties to include but not limited to opening/distributing mail, handling incoming calls and back-up to other clerical positions within the school.
• Prepares written materials for the purpose of documenting, providing written documentation and/or conveying information.
• Processes documents and materials for the purpose of disseminating information to appropriate parties.
• Responds to inquiries from a variety of internal and external parties for the purpose of providing information and/or direction.
• Performs bookkeeping duties (e.g. monetary deposits, purchase orders, reconcile credit card purchases, monitor school budget) for the purpose of adhering to district procedures.
• Other duties as assigned.

Knowledge, Skills, Abilities

• Knowledge of office management practices, recordkeeping systems, and administrative procedures.
• Knowledge of district policies, instructional department functions, and relevant legal or financial requirements.
• Skill in written and verbal communication, including composing correspondence, reports, and memoranda.
• Skill in organization and time management, with the ability to prioritize and manage multiple tasks effectively.
• Skill in operating standard office equipment and software applications (e.g., word processing, spreadsheets, databases).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to establish and maintain cooperative and professional working relationships with staff, administrators, and external partners.
• Ability to work independently, exercise sound judgment, and adapt to changing priorities or deadlines.
• Ability to ensure accuracy and attention to detail in all administrative and financial tasks.
• Ability to coordinate departmental activities and facilitate effective communication among team members.
• Ability to respond calmly and appropriately in emergencies or challenging situations.

Education and Experience

• Minimum employment requirements; high school diploma; college background preferred
• High school diploma or equivalent (GED).
• Two (2) years of increasingly responsible clerical or administrative support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office equipment.
• Strong written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Ability to organize work, set priorities, and meet deadlines with accuracy and attention to detail.

Special Requirements

• Must have and maintain a valid Driver’s License or ability to provide own transportation
• Travel to school district buildings and professional meetings

Physical Requirements/Work Conditions

• Work is typically performed in a standard office or school environment.
• Requires prolonged periods of sitting, standing, and walking.
• Frequent use of hands and fingers for typing, filing, and operating office equipment.
• Must be able to lift, carry, or move materials and supplies up to 25 pounds.
• Visual acuity required for reading documents, data entry, and computer work.
• Hearing and speaking abilities are sufficient for clear communication in person, virtually, and over the phone.
• May require occasional bending, reaching, or stooping to retrieve or file materials.
• Regular interaction with staff, administrators, and the public in a busy office setting.
• May be required to travel between district sites or attend meetings as needed.
• Work schedule may include occasional extended hours or adjusted shifts to meet department needs.

Disclaimer 

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this 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. Job description is sourced from employee interviews, internal documents, representative job descriptions in similar districts, and other state/federal agencies.  The district reserves the right to modify the job description based on the needs of the district.

Rock Hill Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.