OFFICE ASSISTANT - HR & BUSINESS

Shiprock-Associated-Schools,-Inc.; Shiprock (NM); On-site; USD 32,000 - 52,000; Full time

Job summary

Shiprock-Associated-Schools,-Inc. is seeking an Office Assistant to provide clerical and administrative support to the Business Office and Human Resources Office.

The role handles data entry, filing, and confidential personnel information while ensuring respectful service to staff, families, and community members. You will maintain filing systems, assist with reports, coordinate communications, and support audits and compliance efforts.

Qualifications

• High school diploma or GED; associate degree or equivalent experience.
• Proficiency with Microsoft Office or Google Workspace.
• Strong data entry skills with attention to detail and accuracy.
• Ability to handle confidential information with discretion.

Responsibilities

• Enter and verify financial data in the school accounting system.
• Assist with accounts payable, payroll tasks, and routine reports.
• Maintain organized records for financial contracts and grant documentation.
• Support HR tasks: tracking applications, onboarding, and staff records.
• Coordinate communications and assist with audits and compliance.

Skills

Data entry

Microsoft Office

Attention to detail

Communication skills

Discretion

Education

Associate degree

High school diploma or GED

Tools

Google Workspace

Job description

Position Overview:

The Office Assistant provides clerical and administrative support to both the Business Office and the Human Resources Office. This position handles accurate data entry, records and file management, and confidential personnel information, and helps keep both offices organized and operating efficiently. The person in this role serves staff, families, and community members with professionalism, respect, and cultural awareness, and supports our mission of educating Navajo students.

Essential Duties & Responsibilities:

Business Office Support

• Enter and verify financial data (invoice verification, purchase requisitions, receipts, deposits, and timesheets) in the school's accounting or financial system.
• Assist with accounts payable and payroll preparation tasks as directed.
• Sort, process, and distribute incoming mail and correspondence.
• Maintain organized filing systems for financial records, contracts, and grant documentation in accordance with audit and retention requirements.
• Assist with preparing routine reports, spreadsheets, and basic correspondence.
• Assist with inventory tracking and office supply ordering.

Human Resources Support

• Assist with the hiring process, including posting vacancies, tracking applications, scheduling interviews, and preparing new-hire packets.
• Enter and update basic employee information and records in the HR/payroll system.
• Maintain personnel files (electronic and paper) with accuracy and strict confidentiality.
• Track certifications, licenses, background checks, fingerprinting, TB tests, and other required documentation and flag upcoming expirations.
• Assist with benefits enrollment paperwork, leave requests, and employee status changes.
• Prepare and send routine HR communications, forms, and notices.

Office Management & Coordination

• Manage incoming and outgoing communications, including phone calls, emails, and correspondence.
• Support administrative workflows by organizing records, maintaining filing systems, and assisting with reports and presentations.
• Coordinate with administrative staff and departments to support organizational efficiency and information flow.
• Assist with special projects, audits, accreditation support, or compliance documentation as assigned.
• Perform other duties as assigned to support SASI's administrative operation needs.

Confidentiality Requirement

This position has regular access to sensitive employee, payroll, and financial information. The employee must maintain strict confidentiality at all times, follow school policies and applicable law on records privacy, and never disclose personnel or financial information to unauthorized persons. Breach of confidentiality may result in disciplinary action, up to and including termination.

Performance Evaluation:

• Performance of this job will be evaluated in accordance with provisions in the Governing School Board approved SASI policies and procedures.

Qualifications & Experience:

Minimum Qualifications

• High school diploma or GED; Associates Degree
• Associates degree, or 2-3 years of clerical, administrative, or office experience (or equivalent combination of education and experience)
• Proficiency with Microsoft Office (Word, Excel, Outlook) or Google Workspace
• Strong data entry skills with attention to detail and accuracy
• Ability to organize, prioritize, and manage multiple tasks with changing deadlines
• Good written and verbal communication skills
• Demonstrated ability to handle confidential information with discretion
• Ability to pass a background check and fingerprinting as required for employment in a school setting

Preferred Qualifications

• Experience in a school, tribal government, or nonprofit office
• Knowledge of the Navajo language and/or familiarity with Diné culture, values, and the local community
• Familiarity with tribal, federal, or grant-funded program record-keeping

Knowledge, Skills, and Abilities

• Professionalism, integrity, and sound judgment
• Ability to work respectfully and effectively with staff, students' families, and community members
• Reliable, punctual, and able to work both independently and as part of a team
• Willingness to learn new systems and procedures

Other Requirements

• Must pass a background investigation and fingerprint clearance under federal, state, and local standards.
• Possess a valid driver's license and willingness to travel as required.
• Possess, or able to obtain, a valid First Aid & CPR certification for adults, and a Navajo Nation Food Handlers Permit.