Digitization Assistant Jobs in Indiana (NOW HIRING)

Title: Administrative Assistant/ Walnut Street
Selected by: Board of School Trustees by Recommendation of the Superintendent
Evaluated by: SCSC Transportation Director
Reports to: SCSC Transportation Director
Terms of Employment: 12 month calendar (251 days)

SUMMARY: The Administrative Assistant will serve as the first point of contact for the
Walnut Street Building by professionally greeting and assisting staff, students, parents,
visitors, and community members both in person and by telephone. This individual will
provide critical support to both the Alternative Education programs (Owl Tech, Alternative
School, ACES, etc..) and the Transportation department. This role is responsible for
overseeing software-driven student datasets, student records preservation, compliance
paperwork, and general front-office communications. The ideal candidate will seamlessly
interface with multiple district buildings, counselors, and administrative staff to ensure
operational efficiency.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Answer and direct incoming telephone calls promptly, professionally, and
courteously.
2. Welcome and assist staff, students, parents, community members, vendors, and
visitors in a friendly and professional manner.
3. Maintain adequate inventory of office supplies and materials for the
Administration Building.
4. Coordinate the ordering and distribution of office supplies for administrative
offices.
5. Assist Walnut Street Building staff with clerical and administrative tasks to ensure
efficient office operations.
6. Prepare, process, and distribute outgoing mail; deliver mail to the post office
daily.
7. Assist with district radio communications related to transportation and emergency
situations as directed.
8. Maintain communication with the Transportation Department regarding weather
conditions and operational updates when necessary.
9. Assist with organizing, maintaining, and cleaning district warehouse storage
areas.

OWL Tech & Records Management
1. Technology Coordination: Coordinate the distribution and tracking of student
Chromebook loaner devices.
2. Application Processing: Process application packets and actively maintain
operational spreadsheets for SIS, SMS, and SHS student tracks.
3. Digital Records Transition (Laserfiche): Lead the digitization initiative by scanning
physical High School transcripts and historical permanent warehouse records
into the Laserfiche database to ensure secure, immediate digital access.
4. Warehouse Archive Management: Oversee physical file management and
structural organization for permanent records arriving at the warehouse facility.

General Transportation Operations

1. Special Education Transportation Database: Maintain and update the
specialized transportation master spreadsheet linking student profiles to
critical document files (IEPs, Transpo Forms, Bus Information, and
Emergency/Health Action plans).
2. Cross-Platform System Integration: Facilitate and execute routing file
transfers between Versatrans and Harmony data systems.
3. Compliance & Driver Training Coordination: Maintain official driver training
manuals for Entry-Level Driver Training (ELDT) and assist staff with Moodle
online training modules via the state website.
4. Personnel & Financial Administration: Compile, verify, and submit driver
anniversary recognition letters for authorization and compensation
processing; compile routine fuel logs and process regional McKinney-Vento
compliance billing actions.
5. Safety & Crisis Preparedness: Coordinate safety reunification binder
protocols by maintaining active digital files categorized by individual school
buildings.
6. Front Office Operations: Field incoming public communications and manage
general day-to-day office workflows.

QUALIFICATION REQUIREMENTS: 
1. Customer Service: Professional, courteous, and customer-service-oriented
demeanor with the ability to greet and assist students, staff, parents, and the public
in a welcoming and respectful manner.
2. Technical Proficiency: Demonstrated proficiency in computer applications and the
ability to efficiently process information and maintain accurate records. Hands-on
familiarity or direct experience working with school administration databases,
specifically Harmony, Versatrans, and Laserfiche.
3. Data Management: Proven capacity to maintain, sort, and organize complex digital
spreadsheets containing highly confidential student information.
4. Records Governance: Understanding of standard physical file archiving systems and
high-volume digitization equipment.
5. Communication Skills: Strong collaborative capabilities to interface daily with building
secretaries, school counselors, administrators, and field staff.
6. Demonstrated ability to identify and analyze problems, gather and evaluate relevant
information, establish facts, and exercise sound judgment to develop effective
solutions. Ability to interpret and apply technical instructions, policies, procedures,
and written materials.

7. Ability to effectively present information and respond to questions.
8. Ability to establish and maintain positive, professional, and effective working
relationships with students, staff, parents, community members, and other
stakeholders. Ability to communicate clearly, professionally, and effectively through
both written and verbal communication.

EDUCATION and/or EXPERIENCE:
High School Diploma or GED diploma