Office Administrative Assistant (OAA) for Facility Operations

Fort Smith Public Schools•Fort Smith, AR

About The Position

The Office Administrative Assistant (OAA) for Facility Operations provides administrative and clerical support in the Facility Operations location. The role includes greeting and directing visitors, maintaining records and directories, managing correspondence and mail, supporting financial and purchasing processes, responding to inquiries, and coordinating events and meetings. The position also supports staff orientation, emergency communications, audits, and compliance with district policies and state regulations. The full contract is 240 days, prorated according to the actual start date, with benefits as specified in the employee contract. The position is scheduled to begin in November 2026 and reports to the Executive Director of Facility Operations.

Requirements

High school diploma or equivalent required.
Strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Docs, Sheets, and Slides).
Strong organizational and interpersonal skills.
Ability to lift at least 20 pounds occasionally.
Ability to endure prolonged standing, walking, and sitting, as well as kneeling, occasional reaching above the head or shoulders, bending, and squatting.

Nice To Haves

Educational office training preferred.

Responsibilities

Greet and direct visitors to appropriate locations.
Prepare requisitions for orders.
Assist with scheduling and managing the principal’s appointment calendar, if applicable.
Check in and check out substitute teachers, if applicable.
Monitor employee and student attendance and maintain prompt, regular attendance.
Maintain and update records, including invoices, receipts, and expense reports; organize and file documents for easy retrieval.
Verify data for accuracy and completeness and identify discrepancies for correction.
Prepare daily receipts and deposits and reconcile monthly expenditure reports.
Open, sort, and distribute interoffice and regular mail.
Prepare materials for staff orientation and the staff handbook.
Enter recordkeeping data into multiple software systems.
Respond to written and verbal inquiries from internal and external sources, providing information or direction.
Monitor copy and fax machines and telephones and place service calls as necessary.
Coordinate events and prepare registration materials for Parent Orientation and Parent/Teacher Conferences.
Produce brochures, handbooks, notebooks, flyers, and meeting agendas.
Type administrative correspondence, reports, and process evaluations; perform general filing and typing.
Answer phones, take messages, and respond to inquiries from staff, parents, and district patrons.
Assist in preparing the building staff emergency phone list; maintain the building directory and Parent Link.
Collect money for student fines, clubs, classes, fundraisers, and other purposes; process returned checks.
Attend meetings and trainings as required by administration.
Maintain confidentiality and communicate in a professional manner.
Assist in addressing audit findings and implementing recommendations.
Ensure compliance with district policies and state regulations.
Collaborate with departmental staff to streamline processes and improve operations.
Supervise students during the assigned working day if needed.
Maintain positive professional working relationships and emotional control under stress.
Work additional hours as directed and perform other duties assigned by administration.