Office Administrative Assistant (Registrar)

Position Description

POSITION TITLE: Office Administrative Assistant (Registrar)

FLSA: Non-Exempt

REPORTS TO: Principal or District Administrator

LOCATIONS: Chaffin Middle School

BEGINNING: July 7, 2025

TERMS OF EMPLOYMENT: A full contract for this position is 215 days, with benefits as specified in employee contract. Contract will be prorated based on actual start date.

DISTRICT VALUES

• We will always put student needs first.
• We believe relationships matter.
• We expect accountability.
• We operate with transparency.
• We prioritize student and staff safety.

QUALIFICATIONS

• High school diploma or equivalent required
• Educational office training preferred
• Strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Docs, Sheets, Slides)
• Strong organizational and interpersonal skills

ESSENTIAL JOB FUNCTIONS

• Greet and direct visitors to the appropriate locations.
• Prepare requisitions for orders.
• Assist with the scheduling and management of the principal’s appointment calendar, if applicable.
• Check in/out all substitute teachers, if applicable.
• Monitor attendance for employees and students.
• Maintains prompt and regular attendance
• Maintain and update records, including invoices, receipts, and expense reports.
• Organize and file documents in a systematic and easily retrievable manner.
• Verify data for accuracy and completeness, identifying discrepancies for correction.
• Prepare daily receipts and deposits; reconcile monthly expenditure reports.
• Open, sort, and distribute interoffice and regular mail.
• Prepare items for staff orientation and staff handbook.
• Input data for recordkeeping in multiple software systems.
• Responds to written and verbal inquiries from a variety of internal and external sources for the purpose of providing information and/or providing direction.
• Monitor copy and fax machines, and telephones, place service calls as necessary.
• Coordinate events, preparation of registration, Parent Orientation, and Parent/Teacher Conferences.
• Input data for recordkeeping in multiple software systems.
• Ability to produce brochures, handbooks, notebooks, flyers, and meeting agendas.
• Type administration’s correspondence, reports, process evaluations, do general filing and typing.
• Answer phone, receive messages, and respond to inquiries by staff, parents, or patrons of the district.
• Assist in preparation of building staff emergency phone list.
• Collect money for student fines, clubs, classes, fundraisers, etc.
• Process collection of returned checks.
• Attend meetings/trainings as required by administration.
• Maintain building directory and Parent Link.
• Must have strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Docs, Sheets, Slides).
• May be required to work additional hours as directed.
• Maintain confidentiality.
• Present and communicate in a professional manner.
• Assist in addressing audit findings and implementing recommendations.
• Ensure compliance with district policies and state regulations.
• Collaborate with other departmental staff to streamline processes and improve overall operations.
• Other duties as assigned by administration.

These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

OTHER JOB RESPONSIBILITIES

• Must have the ability to lift at least 40 pounds occasionally.
• Ability to endure prolonged standing, walking, sitting, kneeling, occasional reaching above the head or the shoulders, bending, squatting.

Check out our interview process here.

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https://fortsmithschools.schoolspring.com/ if interested.