2025-2026 District Level Department Administrative Assistant I (Immediate Opening) - Phelps Center for Gifted Education

Springfield Public Schools•Springfield, MO

1d•Onsite

About The Position

Responsible for providing a wide variety of complex and confidential administrative and clerical support to the assigned administrator(s); conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities. This role involves performing complex office and clerical work independently, acting as primary office support for administrators, handling word processing, financial recordkeeping, scheduling, calendaring, and arranging meetings. The position requires dealing with non-routine matters, exercising judgment and independent thinking to anticipate needs, and maintaining effective communication with leaders, staff, and third parties. Ensuring timely office support, adequate supplies, and well-maintained equipment are key functions. The role also involves understanding system-wide and departmental policies, researching and compiling reports, answering inquiries about programs and services, maintaining records (including procurement and fiscal matters), and processing time and attendance. Confidentiality is paramount. The position requires managing office supplies, arranging for equipment and building services, greeting visitors professionally, and communicating effectively with staff, parents, students, and patrons. Managing telephone systems, coordinating events, and maintaining an organized workspace are also essential. Participation in unit meetings and trainings, supporting safety procedures, and performing general clerical functions are expected.

Requirements

High School Diploma or its equivalent.
Minimum of three (3) years of job related experience with increasing levels of responsibility is required.
Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required.
Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.
Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
Skill based competencies required to perform the functions of the job, including operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.
Ability to analyze situations to define issues and draw conclusions.
Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
Ability to work with diverse individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
Ability to analyze issues and create action plans.
Ability to collaborate and communicate effectively with internal and external stakeholders.
Ability to apply critical thinking/problem solving to improve work processes.
Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Responsibilities

Performs a variety of complex office and clerical work for administrators and staff, independently.
Assist as the primary office support for administrators at the department level or equivalent, such as word processing, financial recordkeeping, scheduling, calendaring, arranging meetings, etc.
Deals with non-routine matters requiring research, investigation or analysis, and knowledge of departmental issues and address appropriately.
Exercises judgment and independent thinking relative to anticipating requirements of administrators and staff for information, assembles information for upcoming reports, and tracks events or situations to keep administrators and staff informed.
Ensures that office support is available on a timely basis to assist staff, that adequate supplies are on hand, and that equipment is in good condition.
Understands system wide, departmental and divisional organizations and applicable policies and procedures affecting departmental operations.
Researches, compiles, creates and distributes reports to the director and staff or other stakeholders as directed.
Initiates actions to keep supervisor and staff informed of department and school system operations.
Answers inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions.
Maintains office or department records for program and process actions including those regarding procurement and fiscal matters.
Maintains confidentiality as required by Board of Education policy and/or state or federal law.
Maintains office supplies, arranges for equipment service, and arranges for building service assistance as needed.
Processes time and attendance for department/division as needed.
Maintains and reconciles budget accounts for department/division.
Receives and greets visitors, interact professionally and courteously, providing exceptional service.
Communicates effectively with staff, parents, students, and patrons of the district.
Manages telephone systems, answering, screening, transferrin, and responding to calls and inquiries.
Coordinates events and meetings.
Maintains an area in good order with needed materials, information, and resources.
Maintains current facility and district information providing reference information.
Participates in unit meetings, trainings, workshops, professional learning, etc. conveying and/or gathering information required to perform job functions.
Supports and enforces building safety procedures.
Supports the operations of the facility or department as directed by the supervisor.
Performs general clerical functions such as scheduling, copying, faxing, data entry, filing, mail, etc.
Performs other duties as required / assigned.