JOB SUMMARY:
The Administrative Office Specialist provides essential support to the administrative team within a
school district. Responsibilities may include managing office operations, handling correspondence,
scheduling meetings, maintaining records and databases, and assisting with budgeting and financial
tasks. They may also coordinate logistics for school-wide events, handle inquiries from parents,
students, and staff, and collaborate with other departments within the school. This role requires
strong organizational skills, attention to detail, proficiency in office software, and the ability
to work effectively in a fast-paced educational environment.

DUTIES and RESPONSIBILITIES:

The employee serves as an Office Specialist to the Superintendent, Business Manager, and Human
Resource Manager and is responsible for performing a variety of Clerical and administrative support
functions in connection with the management of the offices. Handles daily work pressures, requiring
constant concentration to a high-volume task which must be completed within a period of time. Must
be able to successfully perform the essential duties and responsibilities in an environment with
constant interruptions.

1. Greet and welcome guests by providing outstanding customer service.
2. Maintains the Superintendent, Business Manager, and Human Resource Manager schedules, including
the day to day and long-term management of meetings, projects, and priorities.
3. Schedule all meetings and travel, including prioritizing meetings and communicating for the
Superintendent, Business Manager, Human Resource Manager and School Board Members.
4. Balance conflicting priorities to manage workflow, ensure the completion of essential projects,
and meet critical deadlines.
5. Ensure Superintendent, BM and HR are prepared for upcoming appointments by gathering materials
necessary for each meeting.
6. Serve as the first point of contact for a wide variety of high-level relationships between
Superintendent and external contacts.
7. Draft and edit correspondence, reports, and presentations; transcribe meeting notes.
8. Compiles data from a variety of sources (e.g. work orders, specialized reports, personnel
records, etc.) for the purpose of complying with legal and/or administrative requirements.
9. Establishes and maintains subject matter and other files necessary for conduct work in
supervisor’s office including supervisor’s personal and confidential files. Locates files based on
general instruction as to the nature of the subject involved.
10. Coordinates a variety of projects, functions and/or program components (e.g. meetings,
in-service events, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.

11. Maintains a variety of manual and electronic documents, files, and records (e.g. folders,
handbooks, policies and procedures, etc.) for the purpose of providing up-to-date information
and/or historical reference in accordance with established administrative guidelines and legal
requirements.
12. Maintains manual and electronic files and records (e.g. emergency information, facility use,
time sheets, etc.) for the purpose of providing up-to-date information and/or historical reference
in accordance with established administrative guidelines and legal requirements.
13. Oversees office volunteers for the purpose of guiding and monitoring assignments while ensuring
that departmental assigned objectives are achieved.
14. Participates in a variety of meetings and on-site workshops/trainings for the purpose of
providing or receiving information, recording minutes, and supporting the needs of the attendees.
15. Procures supplies and materials for the purpose of maintaining availability of required items.
16. Researches a variety of topics for staff for the purpose of providing information and/or
recommendations and/or addressing a variety of administrative requirements.
17. Responds to questions from a variety of individuals (e.g. staff, parents, other schools, and/or
students, etc.) for the purpose of providing information and/or directions as may be required.
18. Assists the Superintendent, Business Manager and Human Resource Manager and other support staff
in coordinating workload with maintaining a smooth efficient workflow.
19. Maintain and process departmental staff timesheets.
20. Prepares and posts School Board agenda and meeting minutes in a timely manner.
21. Prepares for and attends the scheduled and regular/special School Board meetings and Board work
sessions.
22. Establishing, maintaining, and supporting positive and effective working relationships with
colleagues, departments, outside agencies, and stakeholders involves clear communication,
collaboration, and mutual respect.
23. Utilizing various communication channels, including social media, can enhance connectivity and
engagement, fostering stronger connections and facilitating effective collaboration.
24. Performs other duties as assigned.

SKILLS, KNOWLEDGE and ABILITIES:

1. Perform multiple tasks and adapt to continuous changing job conditions.
2. Specific skill-based competencies required to satisfactorily perform the functions of the job
including effective communication; competence in pertinent software applications; and preparing and
maintaining accurate records.
3. Perform basic math, including calculations using fractions, percent, and/or ratios; read a
variety of manuals, write documents following prescribed formats, and/or present information to
others; and understands complex, multi-step written and oral instructions.
4. Flexibility is required to work with others in a variety of circumstances; work with data
utilizing defined and similar processes.
5. Required to work with a wide diversity of individuals; work with similar types of data; and
utilize job- related equipment.
6. Problem solving is required to identify issues and create action plans. Problem solving with
data may require independent interpretation; and problem solving with equipment is limited.
7. Specific ability-based competencies required to satisfactorily perform the functions of the job
include flexibility; establishing and maintaining effective working relationships; meeting
deadlines and schedules; working with frequent interruptions; and maintaining confidentiality.
8. Responsibilities include working under limited supervision following standardized practices
and/or methods; leading, guiding, and/or coordinating others; and monitoring budget expenditures.
9. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.
10. Must be able to sit for an extended period of time.
11. Have excellent human relation skills and communications to deal effectively with all stakeholders.
12. Must have knowledge of Microsoft and database computer programs.
13. Must have cooperative attitude to perform a variety of tasks as assigned.
14. Strong organizational skills that reflect ability to perform and prioritize tasks seamlessly with excellent attention to detail.
15. Must be able to lift 50 lbs.

REQUIREMENTS:

1. Will support and comply with the Rock Point Community School philosophy, mission, and vision statement.
2. Will have four (4) hours Prevention of Sexual Harassment training annually.
3. Will have two (2) hours of SCAN procedures and reporting annually.
4. Be in compliance and maintain confidentiality according to FERPA (Family Educational Rights & Privacy Act).

QUALIFICATIONS:

1. AA or AAS Degree in Office Business Management
2. Experience equivalent to four years full time administrative secretarial/support work.
3. Conducts duties and responsibilities in accordance with the RPCS Policy and Procedures, and
other reporting policies and procedures of the tribe, state, and federal government.
4. Must have minimal knowledge of Dine language, culture, history, traditions, and its people for
compliance in all aspects of educational programs.
5. Have current CPR & First Aid Certification and basic safety training.
6. Must have a valid government issued driver’s license or identification card.
7. Must have Federal, Arizona, and Navajo Nation background clearance.