Senior Administrative Assistant

2 weeks ago

Charlotte, North Carolina, United States Charlotte-Mecklenburg Schools Full time

Position Overview:
In the role of Senior Administrative Assistant, you will engage in advanced and responsible secretarial tasks to support the principal, administrative team, and staff within the educational institution. Your contributions will be vital in managing office operations and administrative responsibilities effectively.

Key Responsibilities:
This position encompasses a variety of essential functions, including but not limited to:

  • Drafting and preparing reports, handbooks, and meeting agendas.
  • Utilizing standard office equipment such as computers, photocopiers, and telecommunication devices.
  • Responding to urgent situations, including safety threats.
  • Maintaining and overseeing copier operations and staff usage.
  • Compiling and submitting financial reports, ensuring accuracy and compliance with accounting standards.
  • Assisting in office administration, enhancing workflow, and suggesting procedural improvements.
  • Typing, proofreading, and processing a diverse range of documents.
  • Serving as a confidential secretary to the Principal/Director, managing correspondence and electronic communications.
  • Executing special projects and assignments as required, including data gathering and report preparation.
  • Organizing and maintaining comprehensive school records and administrative files.
  • Coordinating office activities and supporting the selection of administrative staff.
  • Conducting safety audits and training temporary staff or student assistants.
  • Managing incoming mail and screening telephone inquiries.
  • Utilizing interpersonal skills to effectively interact with various stakeholders including staff, students, and parents.
  • Implementing procedures for school operations and maintaining activity calendars.
  • Ensuring adherence to regulatory standards and privacy laws.
  • Acting as a receptionist, providing assistance and information to visitors.
  • Mentoring office support personnel across different locations.
  • Cross-training in all administrative and financial procedures for backup support.
  • Handling student enrollment and withdrawal processes.
  • Managing office supply inventory and procurement.
  • Assisting students with health-related needs as necessary.
  • Compiling data for property loss and maintaining attendance records.
  • Performing additional duties as assigned.

Financial Responsibilities:
This role also includes financial management tasks such as:

  • Balancing financial records and preparing for audits.
  • Processing and reconciling monetary transactions.
  • Managing budget transfers and payroll processing.
  • Training staff on financial procedures and maintaining accurate records.
  • Overseeing fundraising activities.

Qualifications:
Minimum Requirements:

  • High School diploma with relevant secretarial coursework.
  • A minimum of three years of secretarial experience, including bookkeeping or accounting.
Preferred Qualifications:
  • Associate's Degree.
  • Five years of secretarial experience in an educational environment.

Skills and Abilities:
Successful candidates will demonstrate:

  • Effective communication skills, both verbal and written.
  • Proficiency in software applications relevant to school operations.
  • Ability to foster cooperative working relationships.
  • Leadership capabilities and excellent customer service skills.
  • Strong organizational skills and the ability to manage multiple tasks in a dynamic environment.

Physical Requirements:
Candidates should be able to perform tasks requiring various physical activities, including prolonged periods of sitting, standing, and repetitive motions.

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