Administrative Assistant

ADMINISTRATIVE ASSISTANT

Team:
District Office
•

Reports to:

Director of Human Resources
• Salary: $15.50–$18.45
•

Location:

Nolan Creek, Belton, Texas

The District Office Administrative Assistant serves as the first point of contact for visitors, staff, families, vendors, and community members while providing administrative support to the District Office. This position plays a key role in maintaining an efficient, organized, and welcoming office environment and serves as the public face of the district office.

The administrative assistant supports Human Resources functions, Board of Directors meeting preparation, district events, staff appreciation initiatives, office operations, and donor record management. The ideal candidate is professional, organized, customer-service oriented, and able to manage multiple priorities while maintaining confidentiality and professionalism.

• Serve as the primary receptionist for the district office.
• Greet visitors and provide exceptional customer service.
• Answer incoming calls, screen inquiries, and direct calls to appropriate staff members.
• Maintain a professional, welcoming, and positive demeanor both in person and over the telephone.
• Monitor visitor traffic and maintain a clean, organized, and professional reception area.
• Receive, sort, and distribute incoming mail and deliveries.

• Maintain and organize office, breakroom, and restroom supplies and coordinate replenishment as needed.
• Assist with ordering office supplies, hospitality items, and other materials.
• Coordinate and communicate facility maintenance, custodial, and repair needs.
• Assist with copying, scanning, filing, faxing and document management.
• Maintain organized electronic and paper filing systems.
• Organize district office records and administrative documents.
• Provide administrative support to district office departments as assigned.
• Assist with deleting separated employees, gathering certifications and trainings for former employees, and approve current teacher/staff certifications in the Eduphoria platform.

• Assist with preparation and logistics for Board of Directors meetings.
• Prepare meeting materials, agendas, packets, sign‑in sheets, and supporting documents as directed.
• Coordinate meeting logistics including room reservations, refreshments, and meeting setup.
• Maintain Board meeting records, binders, agendas, and approved minutes.
• Assist with communication and coordination involving Board members as directed.
• Assist with the annual Governance report, which includes obtaining Board Member signatures and updating the Secretary of State with updates.

• Assist with onboarding activities for new hires and substitutes.
• Create and prepare new hire folders and onboarding materials.
• Verify receipt of required employment documentation and maintain personnel records.
• Assist with employee file maintenance, filing, and record retention.
• Assist employees with general questions regarding district systems and processes.
• Assist with HR projects, mailings, and administrative initiatives as assigned.

• Coordinate monthly employee birthday and recognition activities.
• Order and maintain inventory of birthday cards, anniversary cards, and employee recognition materials.
• Assist with staff appreciation events and employee recognition programs throughout the year.
• Support district professional development and staff development events by coordinating materials, food orders, sign‑in sheets, and event logistics.
• Assist with district‑wide meetings, trainings, orientations, and special events.

• Maintain and update donor records and databases.
• Process and record donations accurately and in a timely manner.
• Generate donor reports as requested.
• Assist with donor communications, mailings, and acknowledgment letters.
• Support fundraising and donor appreciation activities as assigned.

• Maintain confidentiality regarding personnel, student, donor, and district information.
• Demonstrate professionalism, dependability, and…