Administrative Assistant – Finance / Public Records Officer

Macon County Schools•Franklin, NC

4d•Onsite

About The Position

The Central Office Receptionist / Administrative Support Specialist serves as the first point of contact for the K–12 school district office, providing professional customer service to parents, staff, students, and community members. This position provides primary administrative support to the Chief Finance Officer and serves as the district’s Public Records Request Officer in accordance with North Carolina General Statutes Chapter 132. The position performs a broad range of administrative functions, including front office operations, data entry, financial reporting support, district vehicle coordination, and executive- level clerical support. The role also assists the Superintendent’s Office and Public Information Officer (PIO) with public information and communication efforts. This position requires professionalism, confidentiality, attention to detail, and strict adherence to district policies and procedures.

Requirements

High school diploma or equivalent required
Minimum of 3 years of administrative or clerical experience preferred
Knowledge of North Carolina Public Records Law and FERPA preferred
Strong organizational, communication, and customer service skills
Ability to manage multiple priorities and maintain confidentiality
Proficiency in standard office software and technology
Ability to sit for extended periods and perform desk-based work
Occasional lifting of up to 20 pounds
Frequent interaction with the public and staff

Nice To Haves

Associate’s degree or higher preferred
Experience in a school system or public agency preferred

Responsibilities

Serve as primary receptionist and first point of contact for the district office
Greet and assist parents, staff, students, vendors, and visitors in a professional and welcoming manner
Answer, screen, and route incoming phone calls and emails to appropriate departments
Maintain visitor sign-in procedures in compliance with district safety policies
Coordinate meeting room schedules and appointments
Receive, sort, and distribute incoming mail, packages, and deliveries
Maintain a clean, orderly, and professional reception and waiting area
Serve as the district’s Public Records Request Officer
Receive, log, track, and process public records requests in compliance with North Carolina General Statutes Chapter 132
Coordinate with departments to gather requested records
Review and redact records to ensure compliance with FERPA and other applicable confidentiality laws
Maintain accurate documentation and tracking systems for all requests
Communicate with requestors regarding timelines, scope, and applicable fees
Ensure compliance with Public Records Law requirements in coordination with the Executive Assistant to the Superintendent and, as appropriate, legal counsel
Provide confidential administrative support to the Chief Finance Officer
Manage calendars, schedule meetings, and coordinate appointments
Prepare correspondence, reports, presentations, and financial documents
Assist in the preparation and distribution of Board of Education financial reports and agenda materials
Coordinate meetings, including logistics, agendas, and minutes as required
Serve as a liaison between the finance office and other departments, staff, and external stakeholders
Perform accurate data entry into district systems, databases, and spreadsheets
Maintain electronic and physical records in accordance with district retention policies
Prepare correspondence, reports, and internal documents
Maintain organized filing systems and document management processes
Assist with preparation and tracking of financial reports, expenditures, purchase orders, and invoices
Record and reconcile receipts, payments, and petty cash transactions
Support accounts payable and accounts receivable processes in accordance with district guidelines
Maintain confidentiality of financial and personnel information
Maintain district vehicle usage logs, mileage records, and driver authorization documentation
Coordinate vehicle reservations and availability for district staff
Track fuel usage, maintenance schedules, and service records
Maintain current Motor Vehicle Reports (MVRs) for all authorized drivers of district vehicles
Ensure compliance with district vehicle use policies and safety requirements
Provide clerical support to the Superintendent’s Office as needed
Assist the Public Information Officer (PIO) with administrative and communication-related tasks
Assist the Executive Assistant to the Superintendent with public information releases and public records coordination
Support preparation and distribution of communications, public notices, and informational materials
Assist with coordination of public meetings, events, and community outreach activities
Adhere to district policies, procedures, and state and federal regulations
Handle sensitive student, staff, and financial information with discretion and confidentiality, including FERPA compliance
Maintain a professional demeanor and a positive public image for the district
Ensure compliance with applicable Public Records Law requirements
Exercise sound judgment in handling confidential and time-sensitive matters
Provide clerical and administrative support across departments as needed
Perform other duties as assigned by the Chief Finance Officer