Administrative Assistant

Administrative Assistant – District Operations

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).

• 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.

• 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.

• 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.

• 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 records and assist leadership with special department projects and state/district compliance reporting.

• Never 0% - Occasional1-32% - Frequent
  33-66% -…