Mason City Schools - Administrative Assistant - Innovative Systems Office

Innovative Systems Officer Assistant
Department: IT & Registration
Reports To: Innovative Systems Officer
FLSA Status: Exempt

Job Summary

The Innovative Systems Officer Administrative Assistant provides highly effective, personalized administrative support to the Innovative Systems Officer, who leads the IT and registration departments. This role requires a technologically adept, detail-oriented professional who is proficient with Google applications and eager to leverage AI-driven solutions to improve departmental efficiencies. The assistant will manage communication channels, calendars, vendor contracts, and purchase orders while collaborating with other team members and building front office staff to ensure seamless IT and registration support across the district. Must bring enthusiasm to a fast-paced work environment that is always full of change. Must be an excellent communicator who maintains professionalism and can be trusted with confidential information. This position requires flexibility in the individual’s schedule. Enhances Innovative System Officer's effectiveness by providing information management support.

• Completes a broad variety of administrative tasks for the Innovative Systems Officer including: organizing and filtering email, calendaring, requisitions, requesting quotes, creating purchase orders, and budget reconciliation.

• Use artificial intelligence to optimize the day-to-day workflow while ensuring data privacy and security compliance.

• Plans, coordinates, and ensures the Innovative System Officer’s schedule is followed.

• Research and prioritize incoming communication, routing to the appropriate source for resolution.

• Provides a bridge for smooth communication between the Innovative System Officer’s office and internal departments, demonstrating leadership to maintain credibility, trust and support.

• Maintains professional communication between the Innovative Systems Officer and local partners.

• Works closely and effectively with the Innovative Systems Officer to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Innovative Systems Officer updated.

• Provides leadership to build relationships crucial to the success of the district, and manages a variety of special projects, some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including responding on behalf of the Innovative Systems Officer, where agreed upon, and other tasks that facilitate the Innovative Systems Officer’s ability to effectively perform required job duties.

• Prioritizes conflicting needs; handles matters expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures, while maintaining a high level of professionalism.

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

• Exhibits a natural inclination toward learning and implementing new technology solutions that increase efficiency and effectiveness.

• Conserves Innovative Systems Officer’s time by reading, researching, and bringing possible solutions to the Innovative System’s Officers

• Maintains Innovative System Officer’s appointment schedule by planning and scheduling meetings, conferences, and travel itinerary as needed.

• Demonstrates a spirit of hospitality while maintaining an executive presence by welcoming guests and greeting them, in person or on the telephone; answering or directing inquiries.

• Maintains customer and employee confidence and protects operations by keeping information confidential.

• Work collaboratively with the Treasurer’s Office to ensure requisitions, purchase orders, budget transfers, credit card receipts, and other compliance documents are completed on time.

Qualifications and Skills

• Technical Proficiency:

  • Advanced proficiency in Google applications (G Suite) and comfortable adopting new technologies.

  • Experience using AI tools to optimize work processes is highly desirable.

• Organizational Skills:

  • Exceptional organizational skills and keen attention to detail.

  • Ability to manage multiple priorities in a fast-paced environment with shifting deadlines.

• Interpersonal and Communication Skills:

  • Excellent written and verbal communication skills.

  • Proven ability to maintain confidentiality and work professionally with various internal and external partners.

• Industry Knowledge:

  • Experience working in a school or educational setting is a plus.

  • Familiarity with technology procurement, vendor management, and event coordination is beneficial.

• Education & Experience:

  • A minimum of 5 years’ experience in an administrative support role, preferably at an executive level.

  • Associate’s Degree required; Bachelor’s Degree preferred.