School Office Administrator & Records Coordinator

Talentify; Fort Smith (AR); On-site; USD 32,000 - 42,000; Full time

Job summary

Talentify is seeking an Office Administrative Assistant at Chaffin Middle School in Fort Smith, AR. The position requires 195 days with benefits and reports to the Building Principal/Supervisor.

Beginning in October 2026, the role supports receptionist duties, scheduling, records, and event coordination. Ideal candidates have a high school diploma, office training preferred, and proficiency in Microsoft Office and Google Suite.

Qualifications

• Requires high school diploma or equivalent.
• Educational office training is preferred.
• Proficient with Word, Excel, PowerPoint and Google Docs, Sheets, Slides.

Responsibilities

• Greet and direct visitors to the appropriate locations.
• Prepare requisitions for orders.
• Assist with the scheduling and management of the principal’s appointment calendar, if applicable.
• Check in/out all substitute teachers, if applicable.
• Monitor attendance for employees and students.
• Maintains prompt and regular attendance.
• Maintain and update records, including invoices, receipts, and expense reports.
• Organize and file documents in a systematic and easily retrievable manner.
• Verify data for accuracy and completeness, identifying discrepancies for correction.
• Prepare daily receipts and deposits; reconcile monthly expenditure reports.
• Open, sort, and distribute interoffice and regular mail.
• Prepare items for staff orientation and staff handbook.
• Input data for recordkeeping in multiple software systems.
• Responds to written and verbal inquiries from a variety of internal and external sources for the purpose of providing information and/or providing direction.
• Monitor copy and fax machines, and telephones, place service calls as necessary.
• Coordinate events, preparation of registration, Parent Orientation, and Parent/Teacher Conferences.
• Ability to produce brochures, handbooks, notebooks, flyers, and meeting agendas.
• Type administration’s correspondence, reports, process evaluations, do general filing and typing.
• Answer phone, receive messages, and respond to inquiries by staff, parents, or patrons of the district.
• Assist in preparation of building staff emergency phone list.
• Collect money for student fines, clubs, classes, fundraisers, etc.
• Process collection of returned checks.
• Attend meetings/trainings as required by administration.
• Maintain building directory and Parent Link.
• Must have strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Docs, Sheets, Slides).
• May be required to work additional hours as directed.
• Maintain confidentiality.
• Present and communicate in a professional manner.
• Assist in addressing audit findings and implementing recommendations.
• Ensure compliance with district policies and state regulations.
• Collaborate with other departmental staff to streamline processes and improve overall operations.
• Supervises students during the assigned working day, if needed.
• Maintains prompt and regular attendance
• Demonstrates the ability to maintain positive professional working relationships with others
• Maintains emotional control under stress
• Other duties as assigned by administration.

Skills

Microsoft Office

Google Workspace

Organizational skills

Interpersonal skills

Education

High school diploma or equivalent

Educational office training preferred

Tools

Microsoft Office

Google Suite

Job description

Talentify is seeking an Office Administrative Assistant at Chaffin Middle School in Fort Smith, AR. The position requires 195 days with benefits and reports to the Building Principal/Supervisor.

Beginning in October 2026, the role supports receptionist duties, scheduling, records, and event coordination. Ideal candidates have a high school diploma, office training preferred, and proficiency in Microsoft Office and Google Suite.