Administrative Assistant 1

Hamilton County Department of Education; Chattanooga (TN); On-site; USD 36,000 - 48,000; Full time

Job summary

Hamilton County Schools in Chattanooga, TN seeks an administrative assistant to support supervisors and department staff. The role covers clerical tasks, calendar management, travel planning, data entry, and reporting while upholding confidentiality and professional conduct.

The position requires a high school diploma or GED, 3 years of office admin experience (preferably in a school setting), and strong Microsoft Office and Google Docs skills.

Qualifications

• High school diploma or GED required.
• College-level coursework in office admin, bookkeeping, or related field preferred.
• Three years experience in office admin, project/budget management, or payroll in a school setting recommended.
• Possession and maintenance of valid driver’s license and Notary Public certification may be required.

Responsibilities

• Acts professionally, respectfully, and welcoming to all stakeholders.
• Provides customer-focused support to staff, parents, and officials.
• Manages calendars, travel arrangements, and event registrations for department staff.
• Handles budget-related documentation, purchasing, accounts payable, and payroll processes.
• Maintains confidentiality and security of information; communicates pending issues to supervisor.
• Operates computer systems for data entry and reporting; maintains office equipment and files.

Skills

Task prioritization

Professional judgement

Communication skills

Microsoft Office

Google Docs

Problem solving

Education

High school diploma

Office training preferred

Tools

PowerPoint

Outlook

Job description

Overview

Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits. We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students. With nearly 75 schools, we are confident that you can find your place in Hamilton County.

Overview

Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits. We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students. With nearly 75 schools, we are confident that you can find your place in Hamilton County. Learn more about working for Hamilton County Schools at careers.hcde.org and get to know us and our strategic plan, Opportunity 2030. The purpose of this position is to provide administrative office support to assigned supervisors and/or area.

Responsibilities

• Acts in a professional, respectful, and welcoming manner at all times.
• Creates a customer-focused climate and provides quality services and support to school and other stakeholders.
• Work is guided by objectives and expected outcomes with directions; refers new or complex problems to a higher level.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
• Maintains a working knowledge of assigned area in order to communicate with employees, administrators, parents, elected officials, and others outside the school district in a way that promotes a positive image of the Hamilton County Department of Education. Acts in a professional, respectful, and welcoming manner at all times.
• Answers telephone calls and greets visitors in a timely fashion; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail; initiates and returns calls as necessary.
• Performs customer service functions; provides information/assistance regarding school programs, services, activities, procedures, forms, fees, or other issues; distributes forms/documentation; responds to routine questions/complaints and initiates problem resolution.
• Processes documentation relating to budget functions; monitors department expenditures to ensure compliance with budget; evaluates excessive costs; summarizes yearly financial data; assists with preparation of annual budgets for operating budget. Processes documentation relating to purchasing, accounts payable, and payroll functions.
• Processes POs and assigns budget codes
• Provides feedback to lead administrative assistant regarding office procedures and protocols.
• Maintains inventory of equipment if required.
• Assists with special projects as needed. Example: United Way.
• Uses technology to create and maintain spreadsheet and other documents. Produces a variety of reports using data/information using technology.
• Coordinates calendar, travel arrangements, accommodations, conference/seminar registrations, or other travel-related plans for department staff.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Follows established procedures for ensuring assigned areas are safe.
• Works collaboratively with board members, elected officials, parents, Central office and school administration, principals, secretaries, staff, and other stakeholders.
• Attends work and arrives to work on time.
• Maintains confidentiality.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
• Attends meetings/trainings as needed.
• Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation both digitally and paper copy, processing incoming/outgoing mail, or running errands.
• Monitors and updates departmental calendars for all applicable due dates and notices.
• Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; operates general office/school equipment
• Monitors inventory of equipment and supplies; ensures availability of adequate materials to conduct work activities; initiates requests for new/replacement materials
• May operate a motor vehicle to conduct various work activities.
• Sorts, organizes, and distributes mail/correspondence.
• Updates Hamilton County Department of Education website with current information.
• Creates and distributes weekly newsletter if required.
• Performs other duties as assigned.

Qualifications

High school diploma or GED required; college-level course work or vocational training in office administration, basic bookkeeping, and personal computer operations preferred; three (3) years previous experience and/or training that includes office administration, project management, budget administration, personal computer operations bookkeeping, and payroll (preferably in a school environment); or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid driver’s license and Appointment of Notary Public certification.

Skills/Qualifications

• Ability to prioritize job tasks.
• Excellent professional judgement.
• Ability to perform addition, subtraction, multiplication, and division. Ability to calculate decimals and percentages.
• Ability to communicate effectively verbally and in writing.
• Ability to use technology to create presentations/reports, and maintain a variety of spreadsheets.
• Superior knowledge of Microsoft Office applications including Word, Excel, PowerPoint, and Outlook as well as Google Docs, and other Google applications.
• Solution minded and has the ability to problem solve.

Compensation

Salary is based on a combination of relevant education and experience. Grade E / 1007 Salary Scale