Senior Administrative Assistant – School Operations & Budget

Charlotte-Mecklenburg Schools; Charlotte (NC); On-site; USD 38,000 - 52,000; Full time

Job summary

Charlotte-Mecklenburg Schools seeks an Administrative Assistant II to provide clerical and office support for an assigned administrator. The role handles day-to-day operations, scheduling, correspondence, and documentation while upholding district policies.

The position performs budget monitoring, payroll processing assistance, and coordination of programs and meetings. Strong organizational skills and discretion are essential in this fast-paced environment.

Qualifications

• High School diploma or equivalent required.
• Minimum of two (2) years clerical or administrative office support experience preferred.
• Equivalent combination of education and experience.

Responsibilities

• Adhere to all state, federal, and local laws, policies, and procedures.
• Serve as an assistant to assigned administrator or department.
• Coordinate special programs/projects in support of department/school activities.
• Maintain calendars and schedule meetings between internal and external stakeholders.
• Prepare agendas, reports, correspondence, and memorandums.
• Respond to direct inquiries and route calls to the appropriate party for prompt and efficient resolution with confidentiality and a high level of professionalism.
• Support stakeholders in person, via phone, and email.
• Monitor expenditures; prepare financial reports, budget transfers, and other documentation.
• Prepare monthly balancing of assigned books, ledgers and bank reconciliation.
• Prepare year-end financial statements and organize documentation for yearly audit.
• Receipts and deposits monies collected. Maintains and reconciles checking accounts, if applicable.
• Assist with arrangements for staff attendance at conferences, workshops and meetings to include registration, transportation, accommodations, and reimbursements.
• Assist with processing payroll, report and maintain employee leave/absences, and assist with processing quarterly mileage and expense reimbursements.
• Maintain inventory of office supplies, technology and furniture.
• Maintain and update records, files, and forms in all formats.
• Complete local, state, or federal surveys and report accurately and promptly.
• Participate in professional development workshops.
• Create an inclusive environment with positive communication/public relations.

Skills

Public schools knowledge

Professional communication

Budget monitoring

Office discretion

Education

High School diploma or equivalent

2+ years clerical/administrative experience

Equivalent education/experience

Tools

Payroll processing software

Job description

Charlotte-Mecklenburg Schools seeks an Administrative Assistant II to provide clerical and office support for an assigned administrator. The role handles day-to-day operations, scheduling, correspondence, and documentation while upholding district policies.

The position performs budget monitoring, payroll processing assistance, and coordination of programs and meetings. Strong organizational skills and discretion are essential in this fast-paced environment.