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HUNTINGTON COUNTY COMMUNITY SCHOOL CORPORATION

JOB DESCRIPTION

Job Title: Administrative Assistant to the Director of Teaching & Learning

Location: Huntington County Community School Corporation

Reports to: Director of Teaching & Learning

Position overview: The Administrative Assistant for Education (K-12) provides essential administrative support to school administrators, teachers, and staff in educational institutions serving K-12 students. This role ensures the smooth operation of day-to-day school activities by managing clerical tasks, coordinating communication, and supporting educational programs and events.

Key Responsibilities:

1. Administrative Support:

• Manage and organize Education office operations, including scheduling, correspondence, and file management.

• Prepare reports, memos, and other documents as needed by Directors of Education.

• Uploads reports, memos and other correspondence to Boarddocs for approval purposes as it pertains to the Education office.

• Back up to the Executive Assistant for the Superintendent to run board meetings, Q & A’s, and scheduling etc.

• Maintain accurate student records and update databases (attendance, enrollment, etc.).

2. Communication, Coordination and Operational Support:

• Serve as the primary point of contact between parent, staff, and Directors of Education as it pertains to curriculum needs.

• Handle phone calls, emails, and inquiries, ensuring prompt and professional responses.

• Assist in planning District events such as Principal for the day, Admin retreat, New teacher orientation, etc.

• Coordinates professional development for Administrators and Staff

• Monitor Education office & Professional Development supplies and places orders as needed.

• Assist in the coordination of student teacher placements.

• Coordinates district service awards; Retirements, Teacher of the Year, and longevity awards for staff members.

• Oversee and Coordinate student activities when it comes to district wide field trips. (Shrine Circus, Ag Day, Constitution day, etc.)

• Coordinates the Edward Jones program for K-8 schools.

• Assist with coordination of HCCSC/HCTA committees as it pertains to the Education department.

• Organize disposal of outdated curricular materials.

3. Data Management and Reporting:

• Maintain student and staff records in compliance with district and state regulations.

• Compile and generate reports related to attendance, academic performance, and school activities.

• Ensure confidentiality and security of sensitive information.

• Oversees the Expulsion process for all K-12 students and updates powerschool once completed.

• Tracks Staff and Student accident reports.

4.Coorporation Test Coordinator (CTC) Support:

• Maintains testing processes as it pertains to district and state regulations. (ILEARN, IREAD, IAM, WIDA, etc.)

• Prepares testing materials and training for district

• Reports testing issues and accommodation to the IDOE as needed.

• Oversees users in TIDE

• Orders & returns testing materials during testing window as guided by state regulations.

• Tracks 504’s for district.

5. Financial Support (if applicable):

• Writes, submits & monitors grants for Education office (Title II, III, IV; High Ability; Formative assessment; etc.)

• Assist in budget tracking, purchase orders, and expense reporting.

• Ordering, tracking & distributing Curriculum materials.

• Oversees the entire process of collections and unpaid fees for the district. To include communicating with attorneys and providing testimony for contested fees.

• Manages Frontline (MLP) program for all HCCSC staff. This includes overseeing individual accounts as well as assigning funding to Professional leaves and field trips.

Qualifications:

• Education: High school diploma or equivalent (Associate’s degree or relevant certification preferred).

• Experience: Previous experience in administrative support, preferably in an educational or K-12 setting.

• Technical Skills: Proficiency in office software (Microsoft Office, Google Workspace) and familiarity with student information systems (SIS) or learning management systems (LMS).

• Communication Skills: Excellent verbal and written communication abilities.

• Organizational Skills: Strong multitasking, time-management, and problem-solving skills.

• Interpersonal Skills: Ability to work collaboratively in a diverse school community and maintain a positive, professional demeanor.

Preferred Attributes:

• Familiarity with school policies, procedures, and K-12 educational environments.

• Ability to handle confidential information with discretion.

• Strong attention to detail and accuracy in data management and reporting.

This role plays a critical part in supporting the educational mission by ensuring that operational tasks run smoothly, allowing educators to focus on teaching and student success.

Physical Factors

(Occasionally = 0-2.5 hrs./day; Frequently = 2.5-5.5 hrs./day; Constantly = 5.5+ hrs./day)

• Sitting/standing - constantly

• Stooping/kneeling/crouching - occasionally

• Hearing and speaking clearly - constantly

• Lifting (up to 40 lbs.) - occasionally

The Huntington County Community School Corporation assures Equal Employment Opportunities for job candidates and employees. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, management and administration reserve the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position.