Support Staff: Administrative Assistant

Support Staff:
Administrative Assistant (12 months)

• Position Type:
  Secretarial/Clerical/ Secretary - 12-Months
• Date Posted: 5/29/2026
• Date Available:
  
  7/1/2026

POSITION TITLE: Administrative Assistant

PRIMARY FUNCTION: The School Administrative Assistant provides critical administrative support to the school principal, staff, and faculty, ensuring the smooth day-to-day operation of the school. They wear many hats and contribute to a positive and efficient learning environment.

Certification: N/A

• Required – High School diploma supplemented by university-level courses in business administration, secretarial science, or related courses.
• Preferred – Associate's Degree

• Required – Two years experience in responsible and varied administrative assistant work or any equivalent combination of education and experience which provides the necessary knowledge, skills and abilities to be successful in the position.
• Required – Experience with Google Suite
• Preferred – Google Level I Certification.

• Preferred – Bilingual Spanish:
  Able to communicate effectively and accurately in English and Spanish.

• Accurately record and verify student discipline records.
• Organize, collate, and disperse mailing to parents.
• Monitor and document student and parent visits/meetings to the Assistant Principal and Dean of Students' Offices, handling check‑ins, relaying presence to the Dean/AP, ensuring proper sign‑out.
• Draft and type student attendance and behavior documents including academic supports, attendance, and expulsion paperwork for processing.
• Perform the usual office routines and practices associated with a busy, productive and efficiently operating office.
• Type a variety of office related materials.
• Compose memos and short letters.
• Develop and maintain the necessary rapport to be able to work effectively with staff and students.
• Organize and maintain all records and materials so that they may be easily and quickly located when required.
• Assist in supervision of Departmental budgets.
• Participate in related training when offered by the District.
• Other office tasks that the District/Building Administrator may find appropriate and acceptable for an administrative support person in that department, including answering phones for Assistant Principals and Dean of students, printing, typing and copying documents, file management.
• Maintain attendance data and documentation accurately for Illinois State Board Of Education reporting.
• Manage campus and District events on the calendar.
• Assistance with Truancy officer and Data Analyst responsibilities in attendance and behavior documentation.
• Other duties as assigned.

Performs usual office routines. Maintains student records as required, types materials such as letters, student records, reports, memos, monthly statements, etc., from rough drafts or corrected copies. Verifies totals on report forms, requisitions, and proofreads work. Daily, works with the central office to ensure that substitute teachers are placed in open positions. Responsible for the purchase order processing for the school.

Receives and routes all incoming calls and mail. Maintains a daily teacher attendance log and associated records for substitute teachers. Assists Dean in collating instructional materials as requested for Student Engagement Support. Maintains a log of visitors to the school and supplies.

• Assist in other areas as needed.
• Complete other duties as assigned.

Technical: Considerable knowledge of business English, spelling, punctuation and math. Knowledge of the principles and methods of office management and of modern office procedures, systems and equipment. Knowledge of regulations, procedures, and services of the School. Ability to keep complex records, assemble and organize complex data, and prepare reports from such records. Ability to effectively utilize Microsoft Word, Excel, and PowerPoint in order to perform daily functions.

Interpersonal: Ability to work independently on responsible and confidential administrative assignments and secretarial…