Position Summary:

 

The Staffing and Operations Administrative Assistant provides administrative support for school-based staffing activities, district requests for evaluations and staff, related billing and contract processes, district outreach and marketing, and professional development tracking and organization for internal and external staff. The administrative assistant maintains accurate records, organizes information and deadlines, and communicates with school and district personnel to support timely, consistent workflows.

 

Qualifications: 

Required:

• High school diploma or equivalent.
• Administrative or office support experience, preferably in a school, district, or other public-service setting.
• Proficiency with standard office software, email, calendars, spreadsheets, and electronic recordkeeping.
• Strong written and verbal communication, organization, and follow-through.
• Ability to handle confidential information responsibly and follow established procedures.
• Demonstrated ability to track multiple hiring, onboarding, and contract timelines accurately using spreadsheets or databases.
• Ability to pass required background checks and meet district employment clearance requirements.

Preferred:

• Associate degree or relevant postsecondary coursework.
• Experience supporting staffing, onboarding, evaluations, contracts, billing, or purchasing processes.
• Familiarity with school or district administrative systems and terminology.
• Experience with school or district staffing and human resources systems (for example, applicant tracking, position control, or HRIS platforms such as Frontline, Skyward, PowerSchool, or similar).
• Experience tracking staff certifications, licensure, and evaluation schedules within a school staffing system.
• Experience with district billing, purchasing, or contract management software.
• Experience with marketing, communications, or social media for schools or public organizations.
• Experience tracking or coordinating professional development or training records.

Skills and Competencies:

• Careful attention to detail and accurate recordkeeping.
• Ability to prioritize concurrent tasks and monitor deadlines.
• Professional, responsive communication with varied stakeholders.
• Sound judgment about when to resolve routine questions and when to escalate.
• Discretion in handling sensitive personnel, student, and financial information.
• Adaptability and a collaborative approach to supporting school operations.
• Clear, engaging writing and communication for varied audiences.
• Strong event and training coordination and organization skills.

 

 

Length of Position:  

 

Reports to:                School Administrator       

 

Responsibilities:

Hiring, Onboarding, and Staffing Tracking:

• Coordinate administrative steps in hiring and onboarding, including collecting and routing required documents and tracking completion.
• Maintain current staffing records, rosters, vacancy information, and onboarding status in approved systems.
• Track staffing changes and communicate relevant updates to the school administrator and designated district contacts.
• Help organize interviews, schedules, and onboarding activities as assigned.
• Handle personnel information confidentially and in accordance with district procedures.

District Requests for Evaluations and Staff:

• Receive, organize, and route district requests related to evaluations and staffing.
• Track requests, documentation, responsible contacts, and deadlines; follow up on outstanding items.
• Coordinate communication among school staff, district personnel, and other designated parties to clarify request status and next steps.
• Maintain organized records of requests and responses using approved processes and systems.
• Escalate urgent, incomplete, or complex requests to the school administrator or appropriate district contact.

Billing and Contract Process:

• Track billing and contract documentation, submission dates, approvals, and outstanding items.
• Assist with preparing, reviewing for completeness, routing, and filing invoices, contracts, and supporting records.
• Communicate with designated school and district personnel to resolve routine documentation or status questions.
• Maintain records that support timely processing and follow established approval and purchasing procedures.
• Notify the school administrator of delays, discrepancies, or items requiring approval or follow-up.

District Outreach and Marketing:

• Develop and distribute outreach and marketing materials, including flyers, newsletters, emails, social media posts, and web updates, to promote the school’s programs, services, and staffing opportunities to district stakeholders.
• Coordinate communication with district offices and community partners to share program information and updates.
• Maintain a calendar and contact list for outreach activities.
• Gather and organize information, photos, and data for outreach content, following district branding and approval guidelines.
• Track outreach results and share feedback with the school administrator.

Professional Development Tracking and Organization:

• Maintain a tracking system of professional development requirements, completions, and certificates for internal (school) and external (contracted, partner, or itinerant) staff.
• Schedule and organize professional development sessions, including registration, logistics, materials, and attendance.
• Send reminders about upcoming deadlines and expiring requirements.
• Collect and file documentation and prepare summary reports for the school administrator and district.
• Coordinate with district and outside providers on offerings and approvals.

Working Conditions:

Work is performed primarily in a school or district office environment and involves frequent computer use, communication, and coordination with school and district personnel. The role may require managing changing priorities and time-sensitive requests. Work schedule, location, and any applicable physical requirements are determined by district policy and the position’s assigned duties.

 

 

EOE

SSEC does not discriminate on the basis of race, color, national origin, sex (including pregnancy, gender identity, and sexual orientation), age (40 or older), gender, disability, genetic information, veteran status, political belief, religion, limited English speaking ability, or housing status.