Office Administrative Assistant (OAA) to the Ex Director of Facility Operations

Fort Smith Public Schools•Fort Smith, AR

1d•Onsite

About The Position

The Office Administrative Assistant (OAA) to the Ex Director of Facility Operations is a full-time, 240-day contract position with benefits. The contract will be prorated based on the actual start date. This role is crucial in supporting the Facility Operations department, ensuring smooth daily operations, and maintaining accurate records. The position requires strong organizational, interpersonal, and computer skills, with a focus on student needs, relationships, accountability, transparency, and safety as core district values.

Requirements

High school diploma or equivalent required
Strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Docs, Sheets, Slides)
Strong organizational and interpersonal skills
Must have the ability to lift at least 20 pounds occasionally.
Ability to endure prolonged standing, walking, sitting, kneeling, occasional reaching above the head or the shoulders, bending, squatting.
Maintains prompt and regular attendance
Maintains emotional control under stress

Nice To Haves

Educational office training preferred

Responsibilities

Greet and direct visitors to the appropriate locations.
Prepare requisitions for orders.
Assist with the scheduling and management of the principal’s appointment calendar, if applicable.
Check in/out all substitute teachers, if applicable.
Monitor attendance for employees and students.
Maintain and update records, including invoices, receipts, and expense reports.
Organize and file documents in a systematic and easily retrievable manner.
Verify data for accuracy and completeness, identifying discrepancies for correction.
Prepare daily receipts and deposits; reconcile monthly expenditure reports.
Open, sort, and distribute interoffice and regular mail.
Prepare items for staff orientation and staff handbook.
Input data for recordkeeping in multiple software systems.
Respond to written and verbal inquiries from a variety of internal and external sources for the purpose of providing information and/or providing direction.
Monitor copy and fax machines, and telephones, place service calls as necessary.
Coordinate events, preparation of registration, Parent Orientation, and Parent/Teacher Conferences.
Produce brochures, handbooks, notebooks, flyers, and meeting agendas.
Type administration’s correspondence, reports, process evaluations, do general filing and typing.
Answer phone, receive messages, and respond to inquiries by staff, parents, or patrons of the district.
Assist in preparation of building staff emergency phone list.
Collect money for student fines, clubs, classes, fundraisers, etc.
Process collection of returned checks.
Attend meetings/trainings as required by administration.
Maintain building directory and Parent Link.
Maintain confidentiality.
Present and communicate in a professional manner.
Assist in addressing audit findings and implementing recommendations.
Ensure compliance with district policies and state regulations.
Collaborate with other departmental staff to streamline processes and improve overall operations.
Supervise students during the assigned working day, if needed.
Maintain prompt and regular attendance.
Demonstrate the ability to maintain positive professional working relationships with others.
Maintain emotional control under stress.
Perform other duties as assigned by administration.