What are the responsibilities and job description for the Administrative Assistant position at Ball-Chatham School District 5?

Position Type :

Administrative Support / Administrative Assistant

Date Posted : 1 / 31 / 2025

Location : District Office

Date Available : 2024-2025

Closing Date : Until filled

Administrative Assistant

Administrative Assistant provides essential administrative and secretarial support. This role includes a variety of responsibilities such as managing school accounts, coordinating substitute teachers and aides, preparing reports, handling confidential information, and serving as a key point of contact for faculty, staff, students, and parents. The position requires independent judgment, organization, and excellent communication skills.

Education & Certifications :

High school diploma or equivalent required.
Must pass a fingerprint criminal background check.

Special Knowledge, Skills & Requirements :

2 years of Administrative Assistant experience.

Strong oral / written communication and interpersonal skills.

Proficiency in Microsoft Word, Excel, and office equipment.

Ability to interpret rules, solve problems, and apply judgment.

Strong multitasking, organization, and time management skills.

Ability to work under deadlines while maintaining accuracy.

Initiative, discretion, and professionalism in all tasks.

Key Responsibilities :

Provide secretarial support to the Principal.

Manage school and student activity accounts.

Prepare documents for school opening and graduation.

Create opening day materials.

Update student emergency information.

Assist faculty, parents, and students.

Support the Assistant Principal's secretary as needed.

Answer calls, greet visitors, and manage correspondence.

Maintain the Principal's calendar and appointments.

Handle mail, faxes, and emails.

Draft and organize documents, reports, and meeting materials.

Develop and maintain technology skills.

Manage staff time-off requests and substitute scheduling.

Track teacher absences and submit payroll reports.

Ensure confidentiality in all duties.

Perform other assigned tasks.

Job Description : Administrative Assistant

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future and may be amended by the Board of Education as appropriate.

Equal Employment Opportunity Statement : Ball-Chatham provides equal employment opportunities to all persons regardless of their race; color; creed; religion; national origin; sex; sexual orientation; age; ancestry; marital status; arrest record; military status; order of protection status; unfavorable military discharge; citizenship status provided the individual is authorized to work in the United States; use of lawful products while not at work; being a victim of domestic or sexual violence, or gender violence; genetic information; physical or mental handicap or disability, if otherwise able to perform the essential functions of the job with reasonable accommodation; pregnancy, childbirth, or related medical conditions; credit history, unless a satisfactory credit history is an established bona fide occupational requirement of a particular position; or other legally protected categories.

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