Administrative Assistant

OTTUMWA COMMUNITY SCHOOLS

Ottumwa, Iowa

POSITION TITLE:

Administrative Assistant - District Operations

REPORTS TO:

Director of Operations & Chief Information Officer

Position Summary

The District Administrative Assistant for District Operations provides high-level administrative,

logistical, and financial support directly to the Director of Operations and Chief Information

Officer (or designee). This position serves as the central administrative hub for department-level

purchasing, package receipt and tracking, inventory control, work order administration,

transportation logistics, and general communication across operational departments (including

Transportation, Maintenance, Operations, Custodial, Security and IT).

QUALIFICATIONS:

Education

* Provide direct administrative support for departments overseen by the Director of

Operations and Chief Information Officer.

* Prepare high-level correspondence, reports, spreadsheets, presentations, and maintain

departmental records, calendars, and confidential files.

* Serve as the primary administrative point of contact for district leadership, staff, vendors,

and the public, delivering professional customer service and coordinating operational

communications.

Knowledge, Skills, and Abilities

* Provide direct administrative support for departments overseen by the Director of

Operations and Chief Information Officer.

* Prepare high-level correspondence, reports, spreadsheets, presentations, and maintain

departmental records, calendars, and confidential files.

* Serve as the primary administrative point of contact for district leadership, staff, vendors,

and the public, delivering professional customer service and coordinating operational

communications.

Preferred Characteristics

* Highly organized, process-driven, and dependable.

* A proactive, independent problem solver who requires minimal oversight for daily

operations.

* Skilled at establishing professional boundaries while delivering excellent customer

service.

* Proficient in managing inventory systems and administrative logistics.

* Able to maintain absolute confidentiality and professional discretion.

ESSENTIAL FUNCTIONS:

Executive & Administrative Support

* Provide direct administrative support for departments overseen by the Director of

Operations and Chief Information Officer.

* Prepare high-level correspondence, reports, spreadsheets, presentations, and maintain

departmental records, calendars, and confidential files.

* Serve as the primary administrative point of contact for district leadership, staff, vendors,

and the public, delivering professional customer service and coordinating operational

communications.

Purchasing, Package Intake & Business Office Coordination

* Coordinate departmental purchasing activities, including requisition creation, purchase

orders, vendor communications, and budget documentation.

* Receive, log, and process all incoming shipments and packages for District Operations

and IT departments; reconcile packing slips against purchase orders, route items to

appropriate end-users, and promptly submit receipt documentation to the Business

Office.

* Track open purchase orders and resolve discrepancies with vendors or the Business

Office as needed.

Inventory Control & Logistics

* Maintain and manage efficient inventory systems across Transportation, Maintenance,

Operations, Custodial, and IT departments.

* Establish organized tracking procedures to monitor supply levels, streamline reordering,

prevent waste, and ensure inventory accuracy across all assigned operational areas.

* Support maintenance and facilities operations by coordinating work orders, ordering

supplies, tracking vendor service calls, and assisting with preventative maintenance

administrative planning.

Operations & Department-Level Staffing Support

* Assist with macro-level transportation operations, including routing support, student

assignments, field trip logistics, and elevated communications with schools and families.

* Coordinate department-level substitute coverage and master scheduling logistics in

collaboration with supervisors. (Does not handle individual employee timecard edits,

missed punches, or routine staff leave requests).

* Maintain confidential…