What are the responsibilities and job description for the Administrative Assistant I position at Yukon Koyukuk School District?
Job Summary:
We are looking for a highly organized and detail-oriented Administrative Assistant to join our Business Office team at Yukon-Koyukuk School District. This role will provide comprehensive administrative support to the Chief Financial Officer (CFO), Purchasing Coordinator, Grants Coordinator, and Raven Coordinator, assisting with a wide variety of financial, logistical, and administrative tasks. The ideal candidate will be proactive, adaptable, and possess strong communication and organizational skills. This position requires multitasking across several departments that contributes to an efficient office environment.
Key Responsibilities:
- Financial and Cash Management Support:
- Assist in processing cash deposits and third-party deposits, ensuring accuracy, and timely completion.
- Help maintain financial records, ensuring they are up to date and compliant with district policies.
- Track and process invoices, purchase orders, and receipts for various financial
transactions.
- Purchase Order (PO) Management:
- Generate and distribute Purchase Order (PO) aging reports monthly to monitor open and overdue POs.
- Follow up with relevant departments to ensure timely closure of open POs.
- Resolve discrepancies related to outstanding POs and track their closure.
- Data Entry and Recordkeeping:
- Perform accurate data entry in financial systems and spreadsheets to ensure proper
tracking and reporting.
- Research financial activity both in the system and paper files to ensure accurate
recordkeeping.
- Assist with the preparation and filing of financial documents, maintaining proper
organization of records.
- Mailing and Shipping Coordination:
- Handle outgoing and incoming mail, ensuring documents are correctly sorted, stamped, and delivered.
- Utilize Stamps.com and other shipping services to manage district mailings and packages.
- Assist with Amazon orders and related purchases for district office supplies.
- Travel and Event Coordination:
- Book travel accommodations for district personnel as needed, including flights, lodging, and transportation.
- Assist with organizing and scheduling district events, including training sessions and
meetings.
- Training Coordination:
- Act as the point of contact for district-wide training, scheduling sessions, and ensuring staff have the necessary resources.
- Communicate training schedules and information to district personnel and coordinate logistics.
- General Administrative Support:
- Provide administrative support to the CFO, Purchasing Coordinator, Grants Coordinator, and Raven Coordinator, including scheduling meetings, preparing agendas, and taking minutes.
- Assist with preparing documentation related to grants and other district projects.
- Manage office supplies and order materials as needed.
- Cross-Departmental Collaboration:
- Work closely with various departments within the district to ensure efficient workflow and timely completion of tasks.
- Communicate effectively with staff, vendors, and external stakeholders, fostering positive relationships.
- Handle confidential information in accordance with district policies and procedures.
- Other Duties as Assigned.
Qualifications:
- High school diploma or equivalent (Associate’s degree preferred).
- Proven experience in an administrative role, preferably in a school district or office setting.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with Google Workspace.
- Experience with financial data entry and reporting; familiarity with Purchase Order management is a plus.
- Knowledge of Stamps.com, Amazon ordering, and general office shipping and mailing procedures is desirable.
- Strong organizational skills and the ability to manage multiple tasks and priorities.
- Excellent written and verbal communication skills, with an ability to work effectively with a variety of people.
- Ability to maintain confidentiality and work independently or as part of a team.
- Strong research skills and attention to detail, particularly when reviewing financial activity and records.
Working Conditions:
- Full-time, on-site position.
- Standard office hours (8:00 AM – 4:00 PM), with some flexibility as needed.
Equipment Used
Standard office equipment, including computer, 10-key calculator, printer, copier, fax machine, telephone system, and video conferencing.
Independent Decisions
Makes decisions of a routine, job-related nature, based on School Board policy, district
and/or building rules.
Primary Working Contacts
Administrators, teachers, parents, district office staff and vendors.
Responsibility for Cash, Equipment, Safety
Handles cash, checks, and money orders for bank deposits
Supervision Received and Exercised
Receives oral and/or written instructions from assigned district office administrator.
Unusual Working Conditions
Work is performed in a normal office setting. There are no unusual demands of the position. Position is mostly sedentary with extended periods sitting at desk/computer.
Evaluation
Annual written evaluation.
Job Type: Full-time
Pay: $22.93 - $24.53 per hour
Expected hours: 37.5 per week
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
Salary : $23 - $25
