Operations Administrative Assistant

Asheville City Schools•Asheville, NC

51d•Onsite

About The Position

We seek a highly organized and detail-oriented Administrative Assistant to join our team at the Asheville City Schools District Office. The ideal candidate will be adept at managing various administrative tasks within a fast-paced school district environment. This role involves supporting the efficient operations of the office, managing insurance claims, ensuring compliance with Title IX investigations, handling purchase processes, and effectively managing the calendars of executive directors.

Requirements

High school diploma or equivalent; an associate's or bachelor's degree in a relevant field is a plus.
Proven experience as an administrative assistant or in a similar role, preferably within an educational or district office setting.
Strong organizational skills with exceptional attention to detail.
Proficiency in office software applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent verbal and written communication skills.
Ability to handle sensitive and confidential information with discretion.
Demonstrated ability to multitask and prioritize effectively in a fast-paced environment.
Strong interpersonal skills and a customer-service-oriented mindset.

Nice To Haves

Familiarity with insurance claims processes and Title IX regulations is a plus.

Responsibilities

Administrative Support:
Provide comprehensive administrative support to the ACS District Office team, including executive directors and other staff members.
Efficiently handle phone calls, emails, and inquiries, ensuring a professional and helpful manner.
Insurance Claims Management:
Oversee the insurance claims process, including communication with relevant parties, documenting incidents, and submitting necessary paperwork.
Work with school leadership to ensure accurate and detailed documentation is gathered for claims.
Collaborate with insurance providers to ensure accurate and timely claims processing and maintain organized records.
Communicate with finance on claim settlements.
Title IX Investigation Document Management:
Ensure compliance with Title IX regulations by managing the documentation and processes related to investigations, maintaining confidentiality and accuracy throughout.
Collaborate with relevant personnel to compile, organize, and securely store investigation-related documents.
Purchasing Management:
Facilitate the procurement process by processing purchase requisitions, coordinating invoices with purchase orders, vendor communication, and tracking deliveries.
Collaborate with finance and procurement departments to ensure accurate record-keeping, department inventory, and adherence to budgetary guidelines.
Calendar Management:
Effectively manage the calendars of the executive director, scheduling meetings, appointments, and events while considering priorities and time constraints.
Coordinate with internal and external stakeholders to arrange meetings and ensure the executive directors' schedule is optimized.
Data Entry and Record Keeping:
Maintain accurate and up-to-date records, databases, and files to facilitate efficient access to information.
Input data, update spreadsheets, and generate reports as needed to support decision-making processes.
Managing Operations Department Contracts:
Oversee contracts within the Operations Department, including tracking expiration dates, renewals, and amendments.
Collaborate with legal and procurement teams to ensure contracts are in compliance with district policies and regulations.
Maintain a centralized database of contracts and related documentation for easy access and reference.
General Office Tasks:
Assist in general office tasks such as filing, copying, scanning, and distributing documents as required.
Maintain office supplies inventory and reorder supplies as necessary.