Administrative Assistant: Walnut Street

• Position Type: Secretarial/Clerical/ Secretary - 12-Months
• Date Posted: 7/22/2026
• Location: Corporation
• Date Available: Upon Board Approval

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

Postings current as of 8/4/2026 10:53:38 PM CST.

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