BUSINESS ASSISTANT (FACILITIES)

The Business Assistant supports daily operations within the department, with a focus on timekeeping, workforce management, and financial processes. This role monitors overtime and extra-duty hours, ensures compliance with district policies and budget guidelines, and maintains accurate payroll-related records. The position also supports operations, data management, and cross-department coordination, working closely with leadership and payroll to ensure efficient staffing, accurate reporting, and overall operational effectiveness.

Minimum Qualifications:

• Education: High School GED Required. Associate's degree in accounting, Business Admin or related field preferred. Additional years of equivalent professional experience may be considered in lieu of the degree requirement.
• Certifications/Licenses: N/A
• Experience: 2 years experience performing business functions. Experience in K12 education or public sector preferred.

Essential Duties & Responsibilities:

• Provides administrative support to department leadership, including scheduling, correspondence, document preparation, and meeting coordination
• Serves as a central point of contact for internal departments, schools, and external vendors
• Maintains organized filing systems and documentation to ensure accuracy, accessibility, and compliance
• Assists in developing and improving administrative procedures and workflows
• Maintains records, databases, service schedules, inventory, expenses, warranties, and vendor coordination
• Processes invoices, purchase orders, requisitions, and contracts while maintaining accurate financial records for tracking, reporting, and audit readiness
• Researches and resolves discrepancies related to accounts payable, vendor payments, and financial transactions
• Monitors expenditures, supports budget tracking, and prepares financial and operational reports
• Maintains and reviews employee timekeeping records, tracks overtime, and prepares reports on attendance and workforce utilization
• Ensures compliance with district policies, procedures, and labor regulations while supporting payroll processing, audits, training, and special projects
• Required to have prompt, regular attendance in person and be available to work on-site during regular business hours and as needed
• Performs other duties as assigned by the appropriate administrator or their representative.

Skills & Abilities:

• Strong organizational and time management skills with attention to detail
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and timekeeping systems preferably, UKG and TCP
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong analytical and problem-solving skills
• Effective written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive information
• Knowledge of basic timekeeping and payroll regulations
• Ability to work collaboratively across departments and with diverse stakeholders
• Strong organizational and time management skills with attention to detail
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and financial or enterprise systems
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong analytical and problem-solving skills
• Effective written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive information
• Knowledge of basic accounting principles and procurement processes
• Ability to work collaboratively across departments and with diverse stakeholders

Compensation:

Salary Grade: 119 Salary Range: Salary Schedules - Atlanta Public Schools Work Year: Annual (252-day)

Physical Abilities and Working Conditions:

Vision: Ability to read small print and view a computer screen for prolonged periods Hearing: Ability to tolerate exposure to noisy conditions Speech: Ability to be understood in face-to-face communications, to speak with a level of proficiency and volume to be understood over a telephone or computer Upper Body Mobility: Ability to use hands to grasp, and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head Strength: Ability to lift, push, pull and/or carry objects which weigh as much as 5 or more pounds on a frequent basis Incumbent may be required to physically restrain parties involved in a conflict Environmental Requirements: Ability to encounter constant work interruptions; work cooperatively with others; work independently; work indoors Mental Requirements: Ability to read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records Understand how to manage stress Additional Work Conditions & Physical Abilities: N/A