Administrative Assistant

Job Title

Administrative Assistant (School-Based)

School-Based

Classified / Non-Contracted

Non-Exempt

School Principal

190 Days (10 months)

• Education: High school diploma, associate’s degree, and/or related experience preferred.
• Certification or Licensure: None.
• Skills: Ability to perform clerical skills such as typing, word processing, filing, and answering phones. Knowledge of basic office machines. Effective and courteous communication with the public, students, parents, and school staff. Demonstrated oral and written communication skills, as well as organization and problem‑solving abilities.
• Work Experience: Two years of office or clerical experience preferred. Experience in a school setting preferred.

This position is responsible for providing secretarial, clerical, record‑keeping, and organizational services to ensure successful operations by working closely with school leadership and district employees in support of leadership goals of teaching and learning.

• Expertly apply technology skills and display a knowledge of basic clerical duties to complete critical tasks for the school and its Administrators including typing reports, answering phones, taking messages, assembling materials, and maintaining files.
• Make school announcements when necessary.
• Maintain sign‑in/out register for students and prepare vandalism reports if needed.
• Prepare daily reports and maintain daily records.
• Receive and distribute mail and supplies.
• Type correspondence pertaining to school business and file materials, records, reports, and correspondence.
• Prepare and label material for pony delivery and prepare student hall passes, permits, and bulletins.
• Provide information and assistance to the school administration for effective decision‑making.
• Organize and file documentation, records, and materials and assist the school administration with the organization and supervision of extracurricular activities.
• Assist in providing auxiliary services, including pupil attendance and accounting.
• Monitor school materials produced to ensure accuracy, timeliness, and conformity to system standards.
• Maintain school calendars and prioritize, coordinate, and schedule locations for meetings and activities.
• Serve as the school hospitality coordinator by securing locations for events, meetings, appointments, and conferences as required by the school administration.
• Serve as the school’s receptionist by receiving and greeting visitors, students, and staff who come to the office and handle telephone service and deliver messages.
• Maintain the calendar of schedules and ensure the school administration is informed of important dates and events.
• Prepare forms for recording information such as registration, withdrawals, accident reports, work permits, attendance, school lunches, etc.
• Prepare registration materials, assist with attendance reports, and handle student excuses and early dismissals.
• Serve as the liaison between clubs, committees, and councils and assist in communicating events, meetings, appointments, and conferences as designated by the school administration.
• Assist with supply ordering for teachers and other school staff as needed.
• Inform school staff of professional development and important information.
• Ability to work across functional boundaries and interact with employees at all levels of the organization.
• Other duties as assigned or required by the supervisor, board policy, or district regulations to efficiently operate the school system and its mission.

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level is usually moderate. The employee must occasionally lift and/or move up to 25 pounds. The employee is regularly required to talk and hear. The employee is frequently required to walk, stand, and sit.