Job Details

Administrative Assistant

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 District Office 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.

Essential Duties and Responsibilities:

• Reception & Customer Service: 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.
• Office Operations & Administrative Support: 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 our Eduphoria platform.
• Board of Directors Support: 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 any updates.
• Human Resources Support: 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.
• Staff Recognition & District Events: 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.
• Community Relations & Donor Support: Maintain and update donor records and databases. Process and record donations accurately and timely. Generate donor reports as requested. Assist with donor communications, mailings, and acknowledgment letters. Support fundraising and donor appreciation activities as assigned.
• Other Duties: Maintain confidentiality regarding personnel, student, donor, and district information. Demonstrate professionalism, dependability, and excellent customer service. Perform other duties as assigned by the Director of Human Resources, Superintendent, or designee.

Qualifications:

• High school diploma or GED required; associate degree preferred.
• Minimum of two years of administrative, receptionist, or office support experience preferred.
• Strong organizational, communication, and customer service skills.
• Proficiency with Microsoft Office, Google Workspace, and standard office equipment.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to manage multiple priorities with attention to detail.
• Professional verbal and written communication skills.

Professional Expectations:

• Maintain a business casual appearance consistent with district expectations.
• Represent the district in a professional, courteous, and welcoming manner.
• Demonstrate a cheerful and engaging communication style while maintaining efficiency and professionalism.
• Exhibit strong interpersonal skills and a commitment to service excellence.

Working Conditions:

• Duties involve prolonged sitting, standing, walking, bending, lifting office supplies and materials, and operating standard office equipment.
• Regular use of computers and other office technology is required.
• Occasional evening attendance may be required for Board meetings, district events, or staff functions.

Benefits:

• Should you enroll in medical, Orenda Education makes a $425 monthly contribution towards employees' premiums.
• Participation in the Texas Teachers Retirement System Health, Dental and Vision Insurance
• Telehealth Basic Life, Term Life, Permanent Life and Accident Insurance
• Short-term and Long-term Disability
• 403b and 457b Investment Plans
• Health Savings and Flexible Spending Account Options
• Critical Illness, Cancer Insurance
• Legal Services