Administrative Assistant for Learning and Operations

South Burlington School District•South Burlington, VT

About The Position

South Burlington School District is hiring an Administrative Assistant for Learning and Operations to provide professional administrative and clerical support to the Executive Director of Learning and Student Support Services (EDLSSS) and the Director of Finance and Operations (DFO). The role regularly handles confidential and sensitive information and requires professionalism, discretion, sound judgment, accuracy, and attention to detail. The position may be responsible for acting on behalf of the supported administrators. The Administrative Assistant serves as a welcoming point of contact for visitors and callers, provides routine information, and supports Central Office security procedures. The role also provides broad office and administrative support, including calendar management, communications, document preparation and filing, meeting coordination, public-record-request support, recruitment and hiring assistance, payroll and timesheet processing, and supply ordering. The employee is expected to work collaboratively and independently, provide respectful and responsive service, maintain confidentiality, and attend work regularly according to the established schedule.

Requirements

Associate’s degree and two years of administrative experience; equivalent work experience will be considered.
Ability to work collaboratively as part of a team and independently when needed to produce timely, acceptable outcomes.
Demonstrated ongoing commitment to workplace diversity and ability to deliver exceptional customer service.
Regular attendance in accordance with the established work schedule.
Professionalism, discretion, sound judgment, accuracy, attention to detail, and ability to maintain confidentiality.

Responsibilities

Provide administrative and clerical support to the EDLSSS and DFO.
Greet, screen, and assist visitors, and answer and direct calls and routine inquiries.
Respond to in-person, telephone, and email inquiries in a timely, professional, and confidential manner.
Provide general information about District offices, programs, procedures, and resources, and refer people to appropriate staff or departments.
Maintain current office forms, informational materials, and other resources for employees and visitors.
Support Central Office security procedures by monitoring visitors, following building protocols, and communicating concerns to administrators.
Manage and maintain calendars and schedules.
Assist with monitoring email, communications, and District information distribution and gathering.
Process incoming and outgoing mail and assist with District-wide and bulk mailings.
Prepare, organize, copy, scan, distribute, and electronically file documents and other materials.
Assist with reports, memos, presentation slides, meeting materials, minutes, and other communications.
Assist with the management, coordination, and communication of public record requests.
Assist with recruitment and hiring of program staff, including creating requisitions, scheduling interviews, conducting reference checks, and processing hiring documents in accordance with District policies and procedures.
Assist with payroll and timesheet processing for employees who report to the EDLSSS and DFO.
Maintain organized and accurate electronic and paper records in accordance with District procedures and applicable retention requirements.
Coordinate meetings, including inviting attendees, reserving conference rooms, and assisting with meeting logistics.
Maintain office supply inventory, order supplies, prepare purchase order requests, and follow up on orders.
Provide general administrative assistance, respond to routine inquiries, prepare materials, organize information, and complete assigned projects.
Handle confidential and sensitive employee information discreetly and maintain confidentiality.
Perform other duties and projects as assigned.
Perform assignments safely and responsibly, work collaboratively and independently as needed, provide exceptional customer service, demonstrate an ongoing commitment to workplace diversity, and maintain regular attendance.