Administrative Assistant

Administrative Assistant

Dayton Public Schools, Dayton, Ohio. Open in Google Maps. This job is also posted in Ohio Education Job Board:
Ohio's resource for jobs in education.

• Job : 5000951
• Final date to receive applications: Posted until filled
• Re-Posted: Feb 20, 2026 1:04 PM (UTC)

Position: Administrative Assistant

Reports To: Varies (Principal or Director)

Salary Schedule / Grade: Refer to appropriate bargaining unit contract

F.L.S.A Status: Non-exempt

Summary: Under general supervision, perform a variety of specialized secretarial, administration, and clerical tasks to support the day-to-day operations of a school or department. Maintain clerical records, prepare correspondence, and create reports from such records. May be required to indirectly supervise other lower level clerical positions.

The Dayton Way

• Screen calls and mail, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team member.
• Maintain control records on incoming correspondence and action documents.
• Coordinate appointments and meetings for team members. Maintain schedules and calendars of events for the assigned administrator and the overall department.
• Respond to general inquiries from employees, other departments, the Ohio Department of Education, attorneys, vendors, and the general public. Provide/share the appropriate information as directed.
• Assist in the allocation and assignment of work to team members as directed by the assigned administrator. Follow up on work-in-progress to ensure timely response/action.

Essential Duties and Responsibilities (Incumbent performs a majority of the following duties)

• Customer Service
  • Support and assist in providing quality services to students, staff, administrators, board members and the community.
  • Organize and complete office projects, such as the preparation and distribution of invitations and special mailings; the assembly of guides, manuals, and training materials; etc.
  • Respond to inquiries from internal and external parties by phone, email, letter, and in-person for the purpose of providing information, facilitating communication among parties, and/or referring to others.
  • Screen supervisor’s phone calls and mail. Respond to questions and requests that can be appropriately handled at the clerical level.
  • Coordinate a wide variety of programs and/or activities (e.g., classroom and site staff coverage, state testing, graduations and ceremonies, etc.) for the purpose of meeting program and/or activity requirements as assigned.
  • Orient new site personnel / team members (e.g., substitutes, staff, volunteers, etc.) regarding school and district practices (e.g., keys, folders, directions, building procedures, etc.).
  • Oversee the work of office staff, student assistants, volunteers, etc. to meet work demands when assigned.
• Calendar and Meeting Coordination
  • Coordinate appointments for supervisor and building/department staff.
  • Maintain supervisor’s and department calendar of activities.
  • Prepare and distribute agendas for building/department meetings in collaboration with meeting participants.
  • Take, transcribe, and distribute meeting minutes.
  • Coordinate and make travel arrangements for department staff as needed.
  • Track, prepare, and submit travel expenses and staff reimbursements for payment.
• Files and Records
  • Maintain a standardized filing system, filing processes, and record retention requirements for assigned records.
  • Set confidentiality standards for department records according to federal, state, and local regulations and applicable district policy.
  • Maintain records and data in computerized information systems.
  • Create, distribute, and process forms to collect needed information.
  • Update records and associated data as required.
  • Secure records and maintain the confidentiality of all information according to district policy.
• Correspondence
  • Prepare and type correspondence and reports for direct supervisor and building/department staff.
  • Create routine memos and letters from general instructions.
  • Review outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor’s signature.
• Reports
  • Compile data from various sources for completing assigned reports.
  • Prepare statistical reports, forms, and newsletters using various software applications.
  • Print, copy, and collate forms and reports as required.
  • Coordinate the distribution of materials to appropriate recipients.
  • Copy, collate, and bind reports, logs, agendas, and other documents for distribution.
• Financial Support
  • Prepare requisitions, vouchers, budget forms, financial statements and other financial data to support building/department operations.
  • Maintain detailed records to support financial transactions.
  • Verify and reconcile purchase orders, warehouse stock requisitions, payment requests, and/or other treasury-related activities.
  • Investigate and resolve questions regarding financial transactions in collaboration with the assigned supervisor.
  • Maintain an…