Administrative Assistant (2025-2026)

Job Title: Administrative Assistant

Status/Test: Nonexempt

Reports to: Principal

Primary Purpose:

Provide clerical assistance and process order requests for the efficient operation of the campus office.

Qualifications:

Education/Certification:
High school diploma or GED

Special Knowledge/Skills:
Proficient keyboarding file maintenance and 10-key skills
Ability to meet established deadlines
Effective organization communication and interpersonal skills
Ability to maintain accurate and auditable records
Ability to use personal computer and software to develop or maintain spreadsheets and databases and do word processing
Ability to follow written instructions
Ability to operate multi-line phone system

Experience:
1 year clerical experience preferred

Major Responsibilities and Duties:

Records Reports and Correspondence

1. Prepare school communication as requested

2. Prepare correspondence forms and schedules as requested

3. Compile information and prepare reports as needed

4. Maintain school calendar of events.

5. Maintain physical and computerized files including mailing lists visitor logs and office communication.

6. Update handbooks policy manuals and other documents as needed.

Accounting and Inventory

7. Receive store and issue supplies and equipment.
8. Prepare and make cash receipts/deposits for activity account(s).
9. Maintain inventory of fixed assets equipment and supplies. Prepare correspondence forms and schedules as requested

Staffing and Substitutes

10. Assist staff on leave requests and forward to appropriate administrator for approval or assist with use of the substitute system.
11. Maintain substitute system for leave requests and substitute assignments.
12. Contact substitutes as needed or requested.
13. Check reports daily for any gaps in substitute coverage and address immediately with administration.

Reception and Phones

14. Schedule meetings and appointments and maintain calendar.
15. Assist students teachers and parents as needed.
16. Greet and direct campus visitors. Maintain visitor log and issue visitor passes.
17. Assist parents in checking students in and out of school.
18. Receive incoming calls take reliable messages and route to appropriate staff.

Other

19. Assist with coordination of meetings and campus activities.

20. Organize and manage routine work activities of the school office.
21. Receive sort and distribute mail messages documents and other deliveries.
22. Assist with preparation of materials for mailing including preparing labels stuffing envelopes etc.
23. Maintain confidentiality of information.
24. Other duties as assigned.

Supervisory Responsibilities:

Student office aides if assigned

Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping pushing/pulling and twisting
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.