Asheville City Schools Job Description
Job Title: ACS Operations Administrative Assistant
Job Location: Central Office
Contact: [email protected]
Position Overview:
We seek a highly organized and detail-oriented Administrative Assistant to join our team at the Asheville City Schools District Office. The ideal candidate will be adept at managing various administrative tasks within a fast-paced school district environment. This role involves supporting the efficient operations of the office, managing insurance claims, ensuring compliance with Title IX investigations, handling purchase processes, and effectively managing the calendars of executive directors.
Responsibilities:
1. Administrative Support:
Provide comprehensive administrative support to the ACS District Office team, including executive directors and other staff members.
Efficiently handle phone calls, emails, and inquiries, ensuring a professional and helpful manner.
2. Insurance Claims Management:
Oversee the insurance claims process, including communication with relevant parties, documenting incidents, and submitting necessary paperwork.
Work with school leadership to ensure accurate and detailed documentation is gathered for claims.
Collaborate with insurance providers to ensure accurate and timely claims processing and maintain organized records.
Communicate with finance on claim settlements.
3. Title IX Investigation Document Management:
Ensure compliance with Title IX regulations by managing the documentation and processes related to investigations, maintaining confidentiality and accuracy throughout.
Collaborate with relevant personnel to compile, organize, and securely store investigation-related documents.
4. Purchasing Management:
Facilitate the procurement process by processing purchase requisitions, coordinating invoices with purchase orders, vendor communication, and tracking deliveries.
Collaborate with finance and procurement departments to ensure accurate record-keeping, department inventory, and adherence to budgetary guidelines.
5. Calendar Management:
Effectively manage the calendars of the executive director, scheduling meetings, appointments, and events while considering priorities and time constraints.
Coordinate with internal and external stakeholders to arrange meetings and ensure the executive directors' schedule is optimized.
6. Data Entry and Record Keeping:
Maintain accurate and up-to-date records, databases, and files to facilitate efficient access to information.
Input data, update spreadsheets, and generate reports as needed to support decision-making processes.
7. Managing Operations Department Contracts:
Oversee contracts within the Operations Department, including tracking expiration dates, renewals, and amendments.
Collaborate with legal and procurement teams to ensure contracts are in compliance with district policies and regulations.
Maintain a centralized database of contracts and related documentation for easy access and reference.
8. General Office Tasks:
Assist in general office tasks such as filing, copying, scanning, and distributing documents as required.
Maintain office supplies inventory and reorder supplies as necessary.
Qualifications:
High school diploma or equivalent; an associate's or bachelor's degree in a relevant field is a plus.
Proven experience as an administrative assistant or in a similar role, preferably within an educational or district office setting.
Strong organizational skills with exceptional attention to detail.
Proficiency in office software applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent verbal and written communication skills.
Ability to handle sensitive and confidential information with discretion.
Demonstrated ability to multitask and prioritize effectively in a fast-paced environment.
Strong interpersonal skills and a customer-service-oriented mindset.
Familiarity with insurance claims processes and Title IX regulations is a plus.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to sit, stand, walk, and drive a car. Must be able to lift boxes up to 10 pounds. Physical demand requirements are for Light Work.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar or divergent from obvious standards) of data, people, or things.
Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments, or directions to subordinates or assistants.
Language Ability: Requires the ability to read and write complex text and data.
Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.
Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add, subtract, divide, and multiply, and to understand and interpret complex statistical analysis.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately when using computers and other technology.
Manual Dexterity: Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors or shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under average levels of stress.
