Office Assistant - HR & Business

Shiprock Associated Schools•Shiprock, NM

About The Position

The Office Assistant provides clerical and administrative support to the Business Office and Human Resources Office. The role involves accurate data entry, records and file management, and handling confidential personnel, payroll, and financial information. The Office Assistant helps keep both offices organized and operating efficiently and serves staff, families, and community members with professionalism, respect, and cultural awareness in support of the mission of educating Navajo students. Business Office duties include entering and verifying financial data; assisting with accounts payable and payroll preparation; processing mail; maintaining financial, contract, and grant records; preparing routine reports and correspondence; and assisting with inventory and supply orders. Human Resources duties include supporting recruitment and onboarding, updating employee records, maintaining confidential personnel files, tracking required employee documentation and expirations, assisting with benefits and leave paperwork, and preparing routine communications. The position also manages incoming and outgoing communications, supports administrative workflows, coordinates with staff and departments, and assists with special projects, audits, accreditation, and compliance documentation. The employee must maintain strict confidentiality, comply with school policies and applicable records-privacy laws, and not disclose personnel or financial information to unauthorized persons. A confidentiality breach may result in disciplinary action, up to and including termination. Performance will be evaluated under Governing School Board-approved SASI policies and procedures.

Requirements

High school diploma or GED; an associate degree, or 2–3 years of clerical, administrative, or office experience, or an equivalent combination of education and experience.
Proficiency with Microsoft Office (Word, Excel, Outlook) or Google Workspace.
Strong data entry skills with attention to detail and accuracy.
Ability to organize, prioritize, and manage multiple tasks with changing deadlines.
Good written and verbal communication skills.
Demonstrated ability to handle confidential information with discretion.
Ability to pass a background check and fingerprinting required for employment in a school setting.
Professionalism, integrity, and sound judgment.
Ability to work respectfully and effectively with staff, students' families, and community members.
Reliable and punctual, with the ability to work independently and as part of a team.
Willingness to learn new systems and procedures.
Must pass a background investigation and fingerprint clearance under federal, state, and local standards.
Valid driver's license and willingness to travel as required.
Possess, or be able to obtain, valid adult First Aid and CPR certification and a Navajo Nation Food Handlers Permit.

Nice To Haves

Experience in a school, tribal government, or nonprofit office.
Knowledge of the Navajo language and/or familiarity with Diné culture, values, and the local community.
Familiarity with tribal, federal, or grant-funded program record-keeping.

Responsibilities

Enter and verify financial data, including invoices, purchase requisitions, receipts, deposits, and timesheets, in the school accounting or financial system.
Assist with accounts payable and payroll preparation tasks as directed.
Sort, process, and distribute incoming mail and correspondence.
Maintain organized filing systems for financial records, contracts, and grant documentation in accordance with audit and retention requirements.
Assist with preparing routine reports, spreadsheets, and basic correspondence.
Assist with inventory tracking and office supply ordering.
Assist with hiring activities, including posting vacancies, tracking applications, scheduling interviews, and preparing new-hire packets.
Enter and update basic employee information and records in the HR/payroll system.
Maintain accurate and confidential electronic and paper personnel files.
Track certifications, licenses, background checks, fingerprinting, TB tests, and other required documentation, and flag upcoming expirations.
Assist with benefits enrollment paperwork, leave requests, and employee status changes.
Prepare and send routine HR communications, forms, and notices.
Manage incoming and outgoing communications, including phone calls, emails, and correspondence.
Organize records, maintain filing systems, and assist with reports and presentations to support administrative workflows.
Coordinate with administrative staff and departments to support organizational efficiency and information flow.
Assist with special projects, audits, accreditation support, and compliance documentation as assigned.
Maintain strict confidentiality of sensitive employee, payroll, and financial information and follow school policies and applicable privacy laws.
Perform other duties as assigned to support SASI's administrative operation needs.