Administrative Assistant

Administrative Assistant

Reports to: School Principal

Department: School Operations

Location: Horizon Science Academy Saint Paul (HSASP), Minnesota

Employment Type: Full-Time, Non-Exempt

PRIMARY ROLE AND PURPOSE

The Administrative Assistant supports the efficient daily operations of the school office by providing high-quality clerical, organizational, and communication support to the Principal, staff, students, and families. This role ensures the smooth functioning of the front office and contributes to a welcoming, professional school environment aligned with Concept Schools values.

QUALIFICATIONS

Education: Minimum of a high school diploma or GED required; associate's or bachelor's degree preferred.

Skills: Exceptional keyboarding, word processing, and organizational skills. Strong communication and interpersonal skills with students, families, staff, and visitors. Ability to operate a multi-line phone system. Basic math skills required for clerical accounting support. Proficiency with personal computers and software applications (Google Workspace, Microsoft Office) to compile spreadsheets, databases, and documents. Ability to follow written and verbal instructions with strong attention to detail. Ability to maintain confidentiality at all times.

Experience: School-based or customer-service experience preferred, but not required.

RESPONSIBILITIES AND DUTIES

I. Records and Correspondence

Draft correspondence, memos, forms, and reports for the Principal and assigned staff. Prepare and organize data needed for state, district, and Concept Schools reporting. Maintain organized hardcopy and digital filing systems for departmental and school records. Assist with maintaining and updating student records in designated systems. Produce mailing lists, labels, and general communications for internal or external use.

II. Reception, Communication & Customer Service

Serve as the first point of contact for the school; greet students, families, and visitors with professionalism and warmth. Receive and route incoming calls, take clear messages, and transfer callers to appropriate staff. Manage visitor sign-in procedures and issue visitor passes following school safety protocols. Provide assistance to staff, students, and the public as needed. Maintain a clean, organized, and welcoming front office environment.

III. Clerical & Office Operations

Sort, distribute, and manage incoming mail, deliveries, and school documents. Assist with compiling materials for mailings, including preparing labels, envelopes, flyers, and packets. Maintain staff rosters, contact lists, calendars, and general office databases. Support school-wide communication efforts, including newsletters, announcements, and parent notifications. Coordinate appointment scheduling and assist with travel arrangements for administration when required.

IV. Accounting & Administrative Support

Perform routine clerical bookkeeping tasks, including basic math operations. Assist with purchase order processing and payment authorization documentation. Maintain personnel attendance records, leave requests, and related reports; submit required information to central office. Support inventory tracking for office supplies and assist with ordering materials as needed.

JOB-RELATED CONDITIONS

Ability to maintain composure, professionalism, and control in stressful or fast-paced situations. Ability to manage time effectively despite frequent interruptions. Extended periods of computer use. Must maintain confidentiality of student, staff, and organizational information at all times.

ADDITIONAL NOTES

This job description reflects essential duties for the Administrative Assistant role but may be updated or expanded based on the needs of Horizon Science Academy Saint Paul and Concept Schools.