Administrative Assistant

Sullivan Elementary - Ulysses USD 214

Job Summary

We are seeking a highly competent and organized Administrative Assistant to join the Sullivan Elementary team. This role is crucial to the smooth operation of our center and requires a professional who is not only a skilled administrative assistant but also adept at managing complex student and school records. The ideal candidate will be detail-oriented, have strong communication and technical skills, and a commitment to maintaining confidentiality and accuracy in all tasks. A bachelor's degree is required for this position.

Key Responsibilities

Administrative Support

• Office Operations: Serve as the first point of contact by answering phones, greeting visitors, and managing incoming and outgoing mail. You will also be responsible for ordering office supplies and maintaining an organized and efficient office environment.
• Document Management: Prepare, format, and edit a wide range of documents, including correspondence, reports, memos, and presentations.
• Data Entry: Accurately enter and compile data to support reporting and record-keeping needs.

Student and School Records Management

• Student Logistics: Coordinate and manage student schedules, track attendance, and assist with organizing courses.
• Records and Archives: Maintain accurate and up-to-date student records for official purposes, including those required for Board of Education, State, and Federal audits. You will also be responsible for maintaining the center's complex historical archives.
• Meeting Preparation: Plan and organize meetings by preparing agendas, gathering background materials, and assembling agenda packets.

Compliance and Public Noticing

• Public Notices: Publish legal and informational notices for the school in compliance with state and federal open meeting laws.
• Legal Compliance: Ensure that all UCLC activities and documentation comply with applicable laws, policies, and procedures governing open meetings and public access.

Required Skills and Qualifications

• Education: A bachelor's degree is preferred.
• Organizational Skills: Exceptional ability to manage multiple tasks, organize documents, and maintain accurate records with a high degree of precision.
• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, Outlook) and Google Suite. Experience with document management systems and data entry is essential.
• Communication: Excellent written and verbal communication skills for preparing professional documents and interacting effectively with staff, students, and the public.
• Attention to Detail: Meticulous attention to detail is critical for ensuring the accuracy of official records and compliance with legal requirements.
• Confidentiality: Demonstrated ability to handle sensitive and confidential information with the utmost discretion and professionalism.
• Legal Knowledge: An understanding of school record-keeping procedures, open meeting laws, and other applicable statutes is highly desirable.