Administrative Assistant- Central Office and Student Services

Administrative Assistant – Central Office & Student Services

Hudsonville Public Schools is seeking a highly organized, customer-focused professional to serve as the Administrative Assistant – Central Office & Student Services. This position provides administrative support to Central Office operations and the Student Services and Special Education Department while serving as the first point of contact for families, staff, students, and community members.

The successful candidate will demonstrate exceptional communication, organization, confidentiality, and customer service skills while managing a variety of responsibilities related to reception services, district operations, student services support, data management, financial processing, and special education compliance activities.

Essential Duties and Responsibilities

Reception and Customer Service

• Serve as the primary receptionist for the Administration Building, greeting and assisting visitors, staff, families, and community members in a professional and welcoming manner. Answer, screen, and direct telephone calls, emails, and messages to appropriate personnel. Maintain building security by following established visitor management and access procedures. Assist families new to the district with student registration processes and general district inquiries. Serve as a confidential receptionist for district administrators. Foster positive relationships with students, parents, staff, and community stakeholders through professional and courteous communication.

Administrative and Office Support

• Prepare, type, proofread, distribute, and maintain correspondence, reports, records, mailings, and other district documents. Maintain organized filing systems and office records to support efficient workflow. Distribute incoming mail and coordinate outgoing mail services. Manage ordering and inventory of office supplies for Central Office departments. Operate and maintain standard office equipment, including copiers, scanners, and related technology. Coordinate and support large-scale copying, sorting, and document preparation projects for district departments and affiliated organizations. Transcribe meeting notes and prepare meeting-related documentation as assigned. Coordinate scheduling and use of Central Office meeting spaces and events. Collaborate with Community Education staff to maintain the district master facility use schedule. Process accident reports and distribute information to appropriate personnel. Scan invoices and assist with document processing for various district departments.

Student Services and Special Education Support

• Support school-based Medicaid billing processes through record maintenance and staff assistance. Attend regional meetings and assist with special education data collection, reporting requirements, and timeline management. Assist with uploading, maintaining, and validating special education data and documentation. Support departmental projects and initiatives to ensure operational effectiveness and regulatory compliance. Maintain strict confidentiality regarding student, staff, and district information in accordance with FERPA, HIPAA, and district policies.