Administrative Assistant

Spiritual Qualifications

• Publicly profess a faith in Jesus Christ as Lord and Savior
• Actively engage in the life and ministry of a local church as a member
• Pursue a life of spiritual development through regular study of scripture and prayer
• Demonstrate the fruit of the Spirit as a byproduct of a growing faith
• Believe and support the school’s statement of faith (statement of Grace Baptist Church)
• Agree to abide by the Lifestyle Statement

Professional Qualifications

• High school diploma required; college or technical training preferred
• Prior administrative or clerical experience required
• Strong proficiency in Microsoft Office and school management systems (e.g., FACTS)
• Excellent written and verbal communication skills
• Strong organizational skills with attention to detail and accuracy
• Ability to manage multiple priorities and adapt to changing needs
• High level of professionalism, confidentiality, and discretion
• Notary Public certification preferred or willingness to obtain

Executive Support & Communciation

• Provide direct administrative support to the Superintendent
• Draft, format, and distribute correspondence, reports, and official communications
• Coordinate calendars, meetings, and documentation for School Board meetings
• Maintain organized and accurate administrative records & files

Office Operations & Systems Management

• Oversee purchasing processes, including requisitions, order tracking, and auxiliary returns
• Maintain inventory of supplies, curriculum, and school materials
• Serve as the primary point of contact for the school store
• Coordinate with principals and department leaders to place school uniform orders and replenish inventory as needed
• Manage communication systems (e.g., One Call Now)
• Maintain staff directories, transportation contacts, and emergency closing lists
• Manage and maintain the master campus calendar to ensure accurate scheduling across all divisions and events
• Track and maintain activity requests, facility usage, and field trip schedules
• Support front office operations during high-demand times

Staffing & Scheduling Support

• Coordinate substitute teacher scheduling in collaboration with principals and assist with communication and coverage needs

Compliance & Reporting

• Assist with state reporting requirements, including annual ADM updates
• Coordinate mandated services documentation and reimbursement logs
• Maintain faculty attendance records and absence summaries in coordination with Middletown City School District
• Attend and support weekly staff meetings; track and maintain accurate faculty attendance.

Academic & Student Support

• Maintain K-12 academic records including honor roll
• Assist with report cards, progress reports, and FACTS-related processes
• Support principals with curriculum coordination and distribution
• Prepare student handbooks and orientation materials

Event & Program Coordination

• Coordinate staff recognition and appreciation events, including end-of-year staff awards (ordering, preparation, and distribution), Christmas breakfast, in-service meals, and other faculty events
• Coordinate the planning and organization of campus-wide seasonal decorations and displays, including Christmas decorations, in collaboration with staff and volunteers
• Coordinate and support school-wide special projects, community engagement initiatives, and service opportunities, serving as the primary point of contact for planning, communication, and logistics.
• Serve as primary contact for school photography and similar services
• Format and print programs and materials for the drama department, kindergarten graduation, and other school events

External Programs & Partnerships

• Support recruitment efforts, including conference logistics, travel, and materials
• Coordinate chapel speaker scheduling and logistics.

• Occasional exposure to blood, bodily fluids, and tissue
• Occasional operation of a vehicle under inclement weather conditions
• May have interaction with an unruly student
• Occasionally lift, carry, push, and pull various items up to a maximum of 40 pounds (100 pounds on wheels), e.g., paper boxes, deliveries of supplies and equipment