Administrative Assistant - Office of Charter Schools

Shelby County Schools; Memphis (TN); On-site; USD 32,000 - 52,000; Full time

Job summary

Shelby County Schools is seeking an Administrative Assistant to handle day-to-day office duties for the Office of Charter Schools. You will support parents, school leaders, and community members by phone, email, or walk-ins, report to the Assistant Superintendent of Charter Schools, and help manage records and contracts.

The role requires strong Microsoft Office skills, data management, and the ability to multi-task under pressure.

Qualifications

• Requires a High School diploma or equivalent plus an additional four (4) years of secretarial/clerical and computer experience, or equivalent.
• Certification in Microsoft Office and/or Administrative Professional (CAP) preferred.

Responsibilities

• First point of contact for constituents; handle high volume inquiries.
• Document transactions in data tracking system and maintain daily reports.
• Create correspondence using Word; organize and maintain filing systems and records (SharePoint, PowerBI).
• Update Office of Charter Schools directory and website as needed.
• Assist with contracts; coordinate scheduling, events, and document distribution.
• Collect data, compile reports, and maintain records; research information as required.
• Manage payroll, attendance, and other employee records; assist with budgets.

Skills

Customer service

Multitasking

Communication

Education

High School diploma or equivalent

CAP Certification (Preferred)

Tools

Microsoft Office

Job description

Purpose and Scope

Responsible for many of the day-to-day administrative tasks of the Office of Charter Schools, as part of the academic department, including handling sensitive documents and records. The Administrative Assistant will also provide support to stakeholders (i.e., parents, school leaders, community members) who contact MSCS by telephone, email or walk-in with an inquiry or request for assistance. The Administrative Assistant will report directly to the Assistant Superintendent of Charter Schools.

Essential Job Functions

• Provides exemplary customer service as the first point of contact for constituents who call, email, or visit the service center; responds to a high volume of general and critical requests for assistance or support.
• Documents each customer transaction in a data tracking system and maintains daily reports to ensure calls match the number of service tickets created and analyze data to understand trends/emerging concerns.
• Creates timely correspondence using Microsoft Office (Word, Excel, and PPT-related programs). Organizes, establishes, and maintains complex filing systems and records (TEAMs, PowerBI, SharePoint, and other related programs).
• Maintains and updates MSCS directory with current contact information for the Office of Charter Schools staff members; and updates the Office of Charter Schools website, as necessary, with related documents and contact information.
• Manages the Office of Charter School’s contracts, working with applicable departments and schools.
• Coordinates scheduling, events, and document distribution, as needed.
• Collects data, compiles reports and maintains records, researching the internet for relevant data and information, as required.
• Manages payroll, attendance, vacation, and other employee records.
• Requisitions supplies, equipment, travel, and other division/department expenditures; manages assigned budgets and prepares related reports.
• Possesses a strong skill set with the ability to multi-task and works well under pressure (i.e., during high call volume or peak seasons, and when dealing with constituent concerns).
• Attends training, meetings, workshops, or seminars as necessary to enhance job knowledge and skills.
• Performs other related duties as assigned or directed.

Minimum Qualifications

Requires a High School diploma or equivalent plus an additional four (4) years of secretarial/clerical and computer experience, or equivalent, for a total education/experience of four (4) years. Certification in Microsoft Office and/or Administrative Professional (CAP) preferred. General knowledge of Charter Schools preferred.

Degree Equivalency Formula:

Bachelor’s Degree= 4 years plus required years of experience.

Master’s Degree= 2 years plus required years of experience. Where Master’s degrees are required, years for Bachelor’s Degrees must be included.