Administrative Assistant - Decatur Township School Excellence

TITLE: DTSE Administrative Assistant

REPORTS TO: Director of DTSE

EMPLOYMENT STATUS: 205-Day Contract

SALARY: Educational Support Staff – Hourly

LOCATION: Decatur Township School for Excellence

JOB DESCRIPTION:

The Administrative Assistant is responsible for organizing and maintaining an efficient, professional, welcoming, and effective main office at the Decatur Township School for Excellence. This position provides essential support to building administration, students, staff, parents/guardians, and community members while managing a variety of clerical, student services, financial, attendance, and operational responsibilities.

The Administrative Assistant serves as a key point of contact for DTSE and must demonstrate exceptional customer service, organization, confidentiality, accuracy, communication, and professionalism.

Office Management & Communication

• Organize and maintain an efficient and effective DTSE Main Office.
• Serve as a primary point of contact for students, parents/guardians, staff, visitors, and community members.
• Greet visitors and respond to telephone calls in a pleasant, professional, and efficient manner.
• Communicate effectively when addressing routine, sensitive, and confidential matters.
• Distribute incoming and outgoing mail and correspondence.
• Respond to and appropriately route requests for information.
• Prepare, transcribe, proofread, copy, and distribute letters, reports, notices, and other correspondence.
• Maintain organized electronic and paper filing systems as appropriate.
• Maintain a positive and professional office environment that contributes to excellent morale among students, parents, staff, and visitors.
• Maintain confidentiality regarding student, staff, financial, and other sensitive information in accordance with district policies and applicable laws.
• Attend required meetings and trainings.

Student Records & School Operations

• Prepare, copy, distribute, and/or maintain DTSE attendance reports.
• Maintain and distribute student rosters as needed.
• Assist administration with student enrollment, transfer, and withdrawal documentation as assigned.
• Assist with DTSE year-end reports and records.
• Print and distribute student report cards.
• Assist with the assignment, distribution, collection, and return of student iPads and related technology.
• Maintain accurate records related to student-issued devices as required.
• Assist students and families with routine questions and direct them to the appropriate administrator, counselor, teacher, or department when additional assistance is needed.
• Provide administrative support for other student records, reports, and operational needs as assigned.

Administrative Support

• Provide daily administrative and clerical support to the DTSE Director and other assigned administrative staff.
• Assist administrators with calendars, meetings, correspondence, reports, records, and other daily operational needs.
• Prepare documents, reports, spreadsheets, and other materials as requested.
• Assist with special projects, events, and building activities.
• Support the coordination and communication of building procedures and operational information.
• Perform additional administrative responsibilities necessary for the efficient operation of DTSE.

Financial & Bookkeeping Responsibilities

• Perform assigned reconciliation and account-balancing responsibilities for the Principal/Director.
• Process and maintain purchase orders in accordance with district procedures.
• Complete daily remittance sheets and maintain supporting documentation.
• Process and reconcile electronic payments, including E-Funds.
• Prepare and process banking transactions and deposits.
• Maintain accurate financial records and supporting documentation.
• Complete monthly financial reconciliation…