Administrative Office Assistant (Student Attendance)

QUALIFICATIONS:

The ideal candidate will possess at least a high school diploma or equivalent with additional training or coursework in office administration preferred. Strong proficiency in office softwareespecially Microsoft Office Suiteand experience using student information systems is essential. Candidates should demonstrate excellent organizational communication and interpersonal skills along with the ability to maintain confidentiality and handle sensitive information with discretion. Prior experience in a school or administrative office setting is preferred. The individual must exhibit strong attention to detail the ability to prioritize and multitask in a fast-paced environment and a commitment to supporting accurate and efficient student attendance processes.

DESCRIPTION:

The Administrative Office Assistant provides critical support to the daily operations of the school office by maintaining accurate attendance records managing related data and assisting with general administrative tasks. This role ensures timely and precise reporting of student attendance supports communication with families regarding attendance matters and contributes to the overall efficiency and professionalism of the school office. The position plays a key role in fostering a welcoming organized and service-oriented environment for students staff families and visitors.

GENERAL DUTIES (May not include all duties performed):

• Maintain accurate and up-to-date student attendance records including tracking excused and unexcused absences.
• Communicate with parents and guardians to verify absences and gather required documentation.
• Prepare and distribute attendance reports for school administrators and support attendance intervention efforts.
• Enter and update student discipline and attendance-related data in the schools information management system.
• Assist with monitoring attendance trends and identifying students requiring follow-up.
• Greet and assist students staff families and visitors in a courteous and professional manner.
• Answer and route phone calls respond to inquiries and relay messages as needed.
• Maintain organized office records files and supplies in accordance with school procedures.
• Assist in preparing correspondence memos and other written communications.
• Support teachers and staff by completing administrative tasks such as copying scanning and distributing materials.
• Manage student check-ins check-outs and late arrivals ensuring accurate documentation.
• Coordinate substitute teacher schedules and prepare required materials.
• Collaborate with office staff to ensure smooth and efficient daily operations.
• Perform additional administrative duties as assigned by school administrators.

SUPERVISION:

The School Administrative Office Assistant reports to the Principal or designated school administrator. The position works closely with other office staff and collaborates with teachers staff and parents.

WORK CONDITIONS:

The School Administrative Office Assistant works in a standard office environment within the school with frequent interaction with students staff and visitors. The position requires sitting standing and walking for extended periods as well as using office equipment such as computers phones and copiers. The workday may occasionally extend beyond regular school hours to meet deadlines or support school events.

LENGTH OF CONTRACT:

12 months