Central Office Administrative Assistant

REETHS-PUFFER SCHOOLS Central Office Administrative Assistant

Full-Year Position

Hours:

To Be Determined

Location:

Educational Services Building (ESB) – 991 W. Giles Rd., Muskegon, MI., 49445

Reeths-Puffer Schools is seeking a highly organized, customer-focused, and detail-oriented Administrative Assistant to provide comprehensive support to one or more Central Office departments. This position performs a wide variety of administrative, clerical, organizational, and customer service functions while maintaining the highest standards of professionalism and confidentiality.

The successful candidate will possess exceptional communication skills, strong technological proficiency, and the ability to effectively manage multiple priorities in a fast-paced environment. Responsibilities may evolve over time based on District needs.

• Associate's degree or equivalent post-secondary training preferred.
• Previous administrative or office experience preferred.
• Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and other office software.
• Excellent written and verbal communication skills.
• Strong organizational, recordkeeping, and time management skills.
• Ability to maintain confidential information and exercise sound judgment.
• Strong customer service and interpersonal skills.
• Ability to work independently while contributing positively as a member of a team.
• Ability to learn district software systems and procedures.

• Coordinate facility usage, department calendars, meetings, or other scheduling activities.
• Maintain contact lists and distribution lists.
• Assist with coordinating vendors, contractors, service providers, or other external partners.

• Provide administrative support to Central Office administrators and departments.
• Draft, edit, proofread, and distribute correspondence, reports, presentations, and other documents.
• Coordinate meetings, calendars, conference rooms, and special events.
• Prepare agendas, meeting materials, and other administrative documents.
• Assist with special projects and initiatives as assigned.

• Greet visitors and assist employees and community members in a professional and welcoming manner.
• Answer telephone calls, respond to email inquiries, and direct communications appropriately.
• Maintain office supplies, equipment, and inventory.
• Process incoming and outgoing mail.
• Monitor and coordinate office equipment maintenance and service requests.

• Maintain accurate electronic and paper filing systems.
• Enter, organize, and maintain data within district software systems.
• Prepare reports, spreadsheets, and databases as requested.
• Scan, archive, and retrieve records as needed.
• Maintain records in accordance with District policies and applicable state and federal laws.

• Assist with purchase orders, invoices, reimbursements, and budget tracking.
• Monitor expenditures and maintain financial records as assigned.
• Research pricing and coordinate purchasing activities.

• Assist with payroll documentation, time sheets, attendance records, and related administrative functions.
• Maintain departmental personnel records and related documentation.
• Support onboarding and other Human Resources functions as assigned.

• Serve as a resource to employees, families, vendors, and community members.
• Respond to questions regarding district procedures and services or direct inquiries to the appropriate department.
• Build positive working relationships across departments.

• Handle sensitive student, employee, financial, and operational information with discretion.
• Maintain compliance with FERPA, district policies, and applicable laws governing confidentiality and records management.

• Support multiple Central Office departments as operational needs require.
• Recommend improvements to office procedures and workflow.
• Perform other duties as assigned by the supervisor.

• Exceptional customer service
• Professionalism and integrity
• Strong organizational and multitasking skills
• Excellent attention to detail
• Initiative and problem-solving ability
• Adaptability and flexibility
• Strong communication and collaboration skills
• Commitment to confidentiality
• Ability to prioritize competing responsibilities while meeting deadlines

Reeths-Puffer Schools is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, national origin, sex, age, disability, marital status, height, weight, or any other legally protected status in any of its educational programs, services, activities, or employment practices.