Overview
Full-Time or Part-Time Administrative Support Specialist/Office Manager Jobs in Guthrie Center, IA at Guthrie County
Job Summary:
The Executive Assistant provides general administrative support to the Superintendent of Schools and the Assistant Superintendent of Curriculum, Instruction & Assessment (CIA) and the programs they manage, while overseeing the efficient and team-oriented operation of the office.
Essential Functions:
Assembles, inputs, and disseminates data utilizing a variety of mediums (database, spreadsheet, word processing, web-base, paper and other systems) to support the work of the Superintendent and Director of CIA
Provide administrative support for a variety of activities including In-service and Professional Development; New Teacher Orientation and Opening Day
Manages essential processes within the office, implementing organized and efficient practices throughout
Maintains files, in conjunction with the Human Resource office, for all district personnel, contracted service providers, and volunteers regarding Background Checks
Greets visitors, and responds to or directs telephone, email, and social media inquiries
Schedules and arranges appointments and meetings for the Superintendent and Director of CIA
Prepares School Board agenda with input from Board Chair and Superintendent; assembles board packet materials and distributes and posts as appropriate; attends, records and prepares minutes for all Board meetings in a timely fashion
Administers the inventory and ordering of office supplies
Prepares a variety of reports for local, state and federal compliance within the timeframe required
Assist with Homeless paperwork and coordinate transportation as needed; reconcile and submit mileage reimbursement as needed
Prepares and distributes all administrator, teacher and athletic coach contracts and stipend agreements
Maintain records of all educator licenses and apply for provisional or emergency licenses for new educators as necessary
Maintains, Edits and posts onto the District website, District calendar, electronic sign and social media as needed
Prepares mailings as needed
Processes purchase orders and manages the budget for the Superintendent, Director of CIA and the Board
Assist in arranging conference and meeting registrations, travel arrangements and follow up documents
Responds to inquiries from parents, teachers and community at large, with knowledge of general policies and procedures and awareness of the need for confidentiality of student and staff information.
Support the recruiting and hiring process of new staff (administrators, teachers and coaches) including all staff background checks
Performs other duties as assigned
Qualifications:
High School diploma or equivalent
Minimum of 5 years’ experience in administrative support with executive office experience preferred
Required Knowledge, Skills and Abilities:
Ability to maintain confidentiality in all aspects of the job in accordance with federal, state, and Springfield School District requirements
Strong work ethic with ability to stay on task
Strong customer service and public relations skills
Critical thinking and problem solving skills
Time management, organizational, prioritization, and problem-recognition skills
Basic mathematics skills
Ability to manage multiple tasks with frequent interruptions
Ability to manage multiple priorities
Ability to diffuse and manage volatile and stressful situations
Ability to communicate effectively, both orally and in writing. Skilled communicator in multiple media
Interact and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
Ability to understand both written and oral instructions
Ability to make independent judgments
Ability to promote and follow Board of Education policies, District policies, and building and department procedures
Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator
Tools/Technology Requirements:
Operating knowledge of and experience with personal computers and peripherals.
Operating knowledge of and experience with word processing, spreadsheet, presentation and database software, such as Google Suite. Microsoft Word, Excel, and PowerPoint as well ase-mail system, calendar/appointment management system, and the Internet.
Operating knowledge of and experience with typical office equipment, such as telephones, copier, scanner, printer, postage meter and fax machine.
Physical and Mental Demands:
Prolonged periods of sitting (up to 75% of the time)
Requires occasional moving of equipment, materials, and supplies weighing up to 50 pounds.
Frequent and prolonged keyboarding/writing
Frequent and prolonged talking/hearing conversations
Some bending and twisting to access file cabinets, office machinery and supplies
Perform physical requirements with a moderate degree of physical and emotional stamina
Frequent requirement to remain calm in stressful situations
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Title: Full-Time or Part-Time Administrative Support Specialist/Office Manager
Company: Guthrie County
Location: Guthrie Center, IA
