Administrative Services Assistant

SCHOOL DISTRICT OF MANAWA

Job Description

Department: Administrative Services

Reports To: District Administrator

Classification

• Part-Time (28.75 Hours Per Week)
• School-Year Position

Position Purpose

The Administrative Services Assistant provides flexible administrative and operational support across the School District of Manawa while serving as a shared resource for the Administrative Services Team. This position supports district and building operations by assisting with project-based work, seasonal responsibilities, office coverage, records management, communications, and administrative services that strengthen the effectiveness and efficiency of the District's overall administrative support system.

Working collaboratively with all members of the Administrative Services Team, this position increases organizational capacity by allowing specialized staff to remain focused on responsibilities requiring greater expertise while ensuring exceptional customer service and operational continuity throughout the District.

Position Summary

The Administrative Services Assistant provides district-wide administrative support based on organizational priorities and operational needs. This position performs a wide variety of administrative, clerical, and customer service responsibilities while supporting multiple office locations, special projects, and district initiatives.

The position requires exceptional flexibility, organization, initiative, customer service, attention to detail, and the ability to successfully adapt to changing priorities while maintaining a collaborative and team-oriented approach to serving students, staff, families, and the community.

Professional Expectations of the Administrative Services Team

As a member of the School District of Manawa Administrative Services Team, employees are expected to consistently demonstrate the following professional standards:

• Exceptional Customer Service: Creates a welcoming, responsive, and solution-oriented experience for students, families, staff, Board members, and community members through courteous, respectful, and professional interactions.
• Professionalism & Integrity: Maintains the highest ethical standards while demonstrating honesty, dependability, professionalism, sound judgment, and discretion in all responsibilities.
• Collaboration & Teamwork: Works cooperatively with colleagues to support district operations, willingly assists teammates during periods of increased workload, and contributes to a positive and supportive work environment.
• Accuracy & Attention to Detail: Produces high-quality work through careful attention to detail, thorough review of completed work, and a commitment to organizational excellence.
• Communication: Communicates clearly, respectfully, and proactively with students, families, staff, administrators, Board members, and community members while fostering positive working relationships.
• Confidentiality: Maintains strict confidentiality regarding student records, personnel matters, district operations, and all information protected by law, Board policy, or administrative procedure.
• Continuous Improvement: Demonstrates initiative in identifying opportunities to improve administrative systems, increase efficiencies, strengthen customer service, and enhance organizational effectiveness.
• Accountability: Assumes ownership of assigned responsibilities, meets established deadlines, follows through on commitments, and accepts responsibility for the quality and accuracy of work performed.
• Adaptability: Demonstrates flexibility in responding to changing priorities, embraces new technologies and processes, and contributes positively during periods of organizational growth and change.

These professional expectations are considered essential components of every position within the Administrative Services Team and will be incorporated into annual performance evaluations and professional growth conversations.

Essential Functions

Administrative Operations Support

• Provide administrative support to all members of the Administrative Services Team based upon organizational priorities.
• Assist with district-wide operational projects.
• Support implementation of district initiatives.
• Maintain organized administrative records and files.
• Prepare reports, correspondence, and administrative documents.
• Assist with data entry and record management.

Board & District Administrative Support

• Assist with preparation and assembly of Board meeting materials.
• Prepare mailings and informational packets.
• Assist with annual district notices.
• Support district communications and publications.
• Assist with website updates as assigned.
• Support district administrative events and meetings.

Student Registration & Enrollment Support

• Assist with student registration.
• Prepare enrollment materials.
• Support annual registration events.
• Assist with student records organization.
• Support enrollment processing during peak periods.
• Assist with beginning and end-of-year student record activities.

Office Coverage

• Provide front office coverage during lunch periods, staff absences, and professional development.
• Assist with reception responsibilities as needed.
• Welcome students, families, visitors, and community members.
• Answer and direct telephone calls.
• Support customer service across district office locations.

Operational Projects

• Coordinate copying, scanning, filing, and document preparation.
• Assist with records retention projects.
• Support inventory and supply management.
• Assist with operational mailings.
• Prepare district forms and materials.
• Support technology setup and document organization as assigned.

Seasonal & Annual Support

Assist with district operational activities including:

• Student registration
• Summer School preparation
• Beginning-of-year setup
• End-of-year checkout
• Graduation preparation
• District mailings
• Annual notices
• Student record organization
• Special projects assigned by administration

Customer Service

• Provide courteous and professional service to students, families, staff, vendors, and community members.
• Support district events and activities.
• Assist with office operations across multiple locations.
• Promote a welcoming and positive environment.

Shared Administrative Services Responsibilities

As a member of the Administrative Services Team, this position shall:

• Support the mission, vision, and strategic goals of the School District of Manawa.
• Demonstrate exceptional customer service in every interaction.
• Foster positive relationships with students, families, staff, Board members, and community members.
• Collaborate effectively with all members of the Administrative Services Team.
• Participate in cross-training to ensure continuity of district operations.
• Assist teammates during periods of increased workload, employee absences, or organizational need.
• Support continuous improvement of district systems, procedures, and operational effectiveness.
• Maintain confidentiality of all student, personnel, and district information.
• Maintain accurate records while meeting established deadlines.
• Demonstrate professionalism, integrity, and accountability in all aspects of the position.
• Perform other duties as assigned by the District Administrator.

Customer Service Expectations

The Administrative Services Assistant is expected to:

• Provide exceptional customer service in every interaction.
• Demonstrate professionalism, flexibility, and responsiveness.
• Communicate respectfully and effectively with all stakeholders.
• Maintain a welcoming and solution-oriented approach.
• Represent the School District of Manawa with professionalism and integrity.

Collaboration & Cross-Training

The Administrative Services Assistant serves as the District's flexible operational support professional and is assigned responsibilities based upon organizational priorities, seasonal workload, and operational needs.

Unlike other Administrative Services positions, this role is not the primary owner of a major district function. Instead, the position increases organizational effectiveness by providing high-quality administrative support across multiple operational areas while collaborating closely with every member of the Administrative Services Team.

This position is expected to develop working knowledge of all major Administrative Services functions and actively participate in cross-training efforts to ensure continuity of district operations.

Knowledge, Skills & Abilities

The successful candidate shall demonstrate the ability to:

• Adapt quickly to changing priorities.
• Provide exceptional customer service.
• Organize and prioritize multiple assignments.
• Maintain accuracy and attention to detail.
• Work independently with minimal supervision.
• Communicate effectively with diverse stakeholders.
• Utilize Google Workspace and district technology systems.
• Learn new administrative systems and software.
• Maintain confidentiality.
• Work effectively within a collaborative team environment.

Qualifications

• Associate's or Bachelor’s degree in Business Administration, Office Administration, Administrative Professional Studies, or a related field; or an equivalent combination of education and experience (preferred).
• Minimum of two (2) years of administrative support experience.
• Demonstrated proficiency with Google Workspace and standard office technology.
• Strong organizational and communication skills.
• Ability to maintain confidentiality.
• Previous experience in a public school district.
• Experience supporting multiple departments or work teams.
• Experience with student information systems.
• Experience with office technology and document management.
• Experience coordinating administrative projects.
• Experience providing customer service in a professional office environment.

Physical Demands

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these functions.

The employee is regularly required to:

• Sit for extended periods of time.
• Operate computers, telephones, and standard office equipment.
• Communicate effectively in person, virtually, and by telephone.
• Occasionally lift and carry materials weighing up to 25 pounds.
• Move throughout district facilities as necessary.

Work Environment

This position is primarily performed in a professional office environment with frequent interaction with students, families, staff, Board members, community members, and visitors. Evening attendance at Board meetings and other district events is required.

Performance Expectations

Performance will be evaluated based upon the employee's ability to:

• Provide flexible, high-quality administrative support across the District.
• Adapt effectively to changing priorities and assignments.
• Complete projects accurately and efficiently.
• Demonstrate initiative and sound organizational skills.
• Meet established deadlines consistently.
• Provide exceptional customer service.
• Support collaborative Administrative Services Team operations.
• Contribute to continuous organizational improvement.
• Represent the School District of Manawa with professionalism, integrity, and a commitment to service.

Core Responsibilities Assigned Annually

Specific operational responsibilities, recurring assignments, and annual task ownership shall be maintained through the Administrative Services Responsibility Plan/Matrix. These operational assignments may be adjusted periodically to meet District needs while remaining consistent with the essential functions and overall purpose of this position.

Evaluation

Performance will be evaluated annually by the District Administrator in accordance with Board policy, administrative procedures, and the District's employee evaluation process.

Terms of Employment

Employment is governed by the policies of the School District of Manawa, applicable Wisconsin Statutes, Board policies, and administrative procedures. This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. The School District of Manawa reserves the right to modify or assign additional responsibilities as organizational needs evolve.

*The employee shall remain free of any alcohol or non-prescribed controlled substance abuse in the workplace throughout his/her employment in the District.

*The School District of Manawa does not discriminate in its employment practices on the basis of race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability or handicap, sex, gender, sexual orientation, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state or local law.

Job Type: Part-time

Pay: $17.00 per hour

Benefits:

• Flexible spending account
• Life insurance

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $17