Senior Pastor

Title: Administrative Assistant II

DBM Classification: B23/Grade 6

Department: Community Education - Kids Place

Salary Range: $19.54 - $31.31
Employee Group: CAPS-Clerical
Prepared Date: December 2025
Reports to: Program Manager
FTE/ FLSA Status: 1.00-12-Months-Non-Exempt

The Administrative Assistant II provides advanced administrative support to Community Education's Kids Place Program and its leadership team. Under general supervision, this role includes various duties, such as managing office operations, coordinating schedules, assisting with special projects, and overseeing the department's daily administrative needs. The Administrative Assistant II serves as a point of contact for internal and external stakeholders, handles sensitive information, and ensures the smooth functioning of office processes.

• Oversee the daily operations of the office, ensuring efficiency and effectiveness.
• Communication:
  Serve as the primary point of contact for staff, students, parents, and external stakeholders. Respond to inquiries, provide information, and direct visitors or callers as needed.
• Scheduling & Coordination:
  Manage calendars and coordinate appointments, meetings, and events for the department or leadership team.
• Document Preparation:
  Prepare and proofread correspondence, reports, presentations, and other documents for the leadership team or department.
• Record Maintenance:
  Maintain and organize department records, files, and databases. Ensure proper documentation and confidentiality of sensitive information.
• Budgeting & Procurement:
  Assist with managing budgets, tracking expenses, and ordering supplies. Oversee inventory and handle procurement of office materials.
• Process invoices and vouchers, preparing deposits for department programs.
• Project Support:
  Assist with special projects such as coordinating events, preparing reports, and gathering necessary information for decision-making.
• Data Entry & Reporting:
  Enter and update data, generate reports, and ensure accurate record-keeping of departmental activities or student information.
• Participate in the Building Emergency Response Team and coordinate fire and lockdown drills.
• Translate materials and use translation tools to support non-English-speaking families.
• Confidentiality & Discretion:
  Handle confidential information with discretion and follow appropriate protocols for document management and communication.
• Other Duties:
  Perform other administrative tasks and assignments as required by the department or leadership team to support school operations.

• Office Procedures:
  Knowledge of general office practices and procedures, including filing, record keeping, and office organization.
• Communication
  
  Skills:
  
  Strong verbal and written communication skills to effectively interact with staff, students, parents, and external stakeholders.
• Customer Service:
  Ability to provide excellent customer service, respond to inquiries, and handle difficult situations professionally.
• Time Management:
  Ability to manage multiple tasks and prioritize assignments to meet deadlines in a fast-paced environment.
• Technical Proficiency:
  Proficient in using office productivity software (e.g., Microsoft Office Suite, Google Workspace), email systems, and office equipment (e.g., printers, fax machines, copiers).
• Data Entry & Accuracy:
  Strong attention to detail for accurate data entry and record maintenance in various systems (e.g., student data systems, financial tracking software).
• Problem-Solving:
  Ability to identify issues, research solutions, and implement corrective actions, ensuring smooth operations.
• Confidentiality:
  Ability to handle sensitive information with discretion and maintain confidentiality in accordance with district policies and legal requirements.
• Organizational
  
  Skills:
  
  Strong organizational skills to manage office materials, schedules, records, and correspondence efficiently.
• Interpersonal
  
  Skills:
  
  Ability to work well with others, including staff, students, parents, and external parties, while fostering a collaborative work environment.
• Adaptability:
  Willingness to learn new software or systems as needed and adapt to changes in office processes or school district policies.
• Budget & Procurement Knowledge:
  Understanding of basic budgeting processes, expense tracking, and procurement practices related to office supplies and materials.
• Event Coordination:
  Ability to plan, coordinate, and execute events, meetings, or conferences for the department or leadership team.

• Sitting and Standing:
  Ability to sit for extended periods at a desk or workstation and stand or move around during meetings, file retrieval, or office tasks.
• Typing and Data Entry:
  Frequent use of a computer keyboard for typing, data entry, and correspondence preparation.
• Lifting and Carrying:
  Occasional lifting of office supplies, materials, or files weighing up to 25 pounds.
• Reaching and Grasping:
  Ability to reach for items on shelves, file cabinets, and…