Administrative Assistant I

Working at Indiantown High School has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, Indiantown High School offers a benefits package:

*Wellness Wonders: Dive into a world of well-being with perks that nourish your body and soul. Health benefits that prioritize your fitness, mental health, and overall happiness await you.

*Retirement Radiance: Picture your future shining as bright as your career! Our retirement benefits are designed to turn your golden years into a sunlit oasis. With robust plans and strategic investments, we're planting the seeds for your retirement bliss.

*Generous Time-Off Universe: Recharge and rejuvenate with ample vacation time, ensuring you return to work with newfound enthusiasm.

*Career Launchpad: Propel your career forward with projects that are not just tasks but missions, shaping industries and driving change.

Are you organized, detail-oriented, and passionate about supporting educational excellence? We are looking for a dynamic individual to join our team as an Administrative Assistant I at Indiantown High School in Indiantown, Florida!

• Office Management: Maintain an organized office, update calendars, schedule appointments, and handle incoming calls and visitors.

• Administrative Support: Prepare materials for presentations, compose financial spreadsheets and correspondence, and assist in budget preparation and monitoring.

• Textbook Coordination: Organize textbook orders and distributions each term.

• Database Management: Create and maintain databases and compose accurate correspondence and reports.

• Visual Displays: Update marquee and visual displays throughout the school.

• Form Preparation: Prepare all required forms for IRSC and the school district, including substitute teacher, transportation, and field trip requests.

• Time Sheets & Leave Requests: Organize time sheets and leave requests for staff and faculty.

• Event Coordination: Assist in the coordination of special events and projects.

• Meeting Support: Prepare and distribute Management Advisory Board packets, attend meetings, take and transcribe minutes.

• Financial Management: Create spending authorizations, generate requisitions, create expense reports, order supplies, and reconcile transactions in Workday.

• Purchasing Procedures: Follow proper purchasing procedures and exercise budget controls.

• Flexible Scheduling: Responsibilities may include occasional evening, weekend, or other flexible scheduling as specified by the Executive Director or designee.

• Impactful Role: Play a crucial role in the smooth operation of our school, supporting students, staff, and the community.

• Dynamic Environment: Work in a vibrant and collaborative setting with opportunities for professional growth.

• Community Engagement: Engage with the public, parents, school district, and college personnel through various communication channels.

• Associate's degree or equivalent of combined education and directly related clerical work experience.

• Proven secretarial, clerical, and office skills.

• Strong organizational and multitasking skills.

• Excellent communication and interpersonal abilities.

• Proficiency in office software and financial management tools.

• Ability to handle confidential information with discretion.

• Preference shall be given to the following:

  • Previous experience working in a high school environment

  • Knowledge of IRSC

  • Knowledge of Martin County School District information systems

  • Experience with student information systems, especially FOCUS

  • Spanish-speaking

Ready to Make a Difference?

Apply now by completing our online application today! Join us in fostering a supportive and efficient educational environment!

Equal Opportunity Employer:

Indiantown High School is an equal opportunity employer and encourages applications from all qualified individuals.

Job Description:

JOB SUMMARY:

Under direct supervision, this position supports the smooth operation of the school by handling inquiries from all levels of administration, faculty, staff, and the community. Duties include organizing textbook orders and distributions each term, managing appointments and scheduling, preparing correspondence, assisting in budget preparation, and monitoring expenditures. Maintain internal financial records, ensuring reception coverage, arranging for classroom substitutes, and maintain lesson plans as needed. Communications with the public, parents, school district, and college personnel is conducted in person, as well as through written, electronic media and telephone.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Sets up and maintains an organized office, updates calendars, schedules appointments, screens and handles incoming telephone calls and visitors, and processes Department mail.

• Prepare materials for presentations.

• Compose and maintain financial spreadsheets and correspondence.

• Assist in preparing and monitoring budget.

• Process purchase orders, to include tracking and reporting monthly expenditures.

• Create and maintain databases.

• Composes accurate correspondence and reports.

• Updates marquee and visual displays throughout the school.

• Prepare all required forms for IRSC and the school district, including substitute teacher, transportation, and field trip requests.

• Organize time sheets and leave requests for staff and faculty.

• Assist in the coordination of special events and projects.

• Prepare and distribute Management Advisory Board packets, attend meetings, take and transcribe minutes.

• Responsibilities may include occasional evening, weekend or other flexible scheduling of duties as specified by the Indiantown High School Executive Director or designee.

• Creates spending authorization, generates requestions, creates expense reports, order supplies, and reconciles transactions in Workday.

• Prepares meeting packets; takes minutes at meetings; and schedules hiring interview panels

• Follows proper purchasing procedures and exercises proper budget controls.

• Performing other duties and responsibilities as assigned.

• Completes all other duties and responsibilities as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• Associate's degree or equivalent of combined education and directly related clerical work experience.

• Proven secretarial, clerical, and office skills.

• Preference shall be given to the following:

  • Previous experience working in a high school environment

  • Knowledge of IRSC

  • Knowledge of Martin County School District information systems

  • Experience with student information systems, especially FOCUS

  • Spanish-speaking

• The scheduled work hours for this position are Monday through Friday from 7:30 am to 4:00 pm.

• Extensive knowledge of bookkeeping and working knowledge of budget procedures.

• Strong interpersonal and organizational skills.

• Proven ability to work with a variety of computer software applications including, but not limited to, Word, Excel, PowerPoint and database management.

• Ability to accept responsibility, work independently and handle multiple tasks at once.

• Ability to be self-motivated and make sound judgment calls within the parameters of job responsibilities.

• Strong interpersonal skills and ability to interact diplomatically, helpfully and effectively with individuals from diverse backgrounds, including the public, students, parents, faculty, staff, and administrators.

• Proven ability to maintain a professional office environment and accomplish the functions typical to an Administrative Assistant.

• Strong communication skills - both written and verbal.

PHYSICAL DEMANDS:

This position requires an ability to sit, stand, walk, bend, lift, reach up, stoop, and carry items occasionally in excess of twenty-five (25) pounds. It also requires manual dexterity to operate standard office machines, such as, copier, fax, calculator, telephone, and other equipment as necessary. IRSC expects its employees to follow proper safety standards while employed by the College

ADDITIONAL EXPECTATIONS:

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Additionally, all employees of the College are expected to maintain professional standards of communication, able to learn and apply new technology, and abide by all policies and procedures. Continued employment remains on an "at-will" basis.

This description is intended to indicate typical kinds of tasks and levels of work difficulty that will be required of positions given this title and shall not be construed as declaring every specific duty and responsibility of the particular position. This job description is not intended to be a contract for employment, and the employer reserves the right to make any necessary revisions to the job description at any time without notice.