Administrative Assistant - High School

School Administrative Assistant

Under the direction of the Principal, the Administrative Assistant is responsible for various recordkeeping and administrative support functions, operations and activities at the building level. The Administrative Assistant also participates and collaborates with other staff to maintain office/student records and registration; preparing office purchase orders; performing website maintenance; providing clerical, organizational and administrative assistance conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees. The Administrative Assistant is also responsible for providing administrative support and assistance to the Activities Director in the areas of recruiting and hiring workers and supervisors for athletic events; providing office management, resources, and guidance for staff in athletics/activities; maintaining student eligibility records and student activity accounts and preparing rosters and programs.

Essential Functions:

• Prepares, copies and distributes notifications, letters or other correspondence to students and families.
• Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, advisories, conferences, graduation, etc.
• Assists in maintaining documents, files and records for students.
• Assist visitors to the office, including students, parents, substitutes teachers, and others.
• Answers telephone calls, and provide information and assistance to callers.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into student information system (Infinite Campus) regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
• Responds to inquiries from students, parents and staff, providing information, facilitating communication among parties and/or providing direction.
• Monitoring and setting up substitutes with keys and computers when in the building and submitting date to payroll.
• Assist with the creation of reports, schedules, and other administrative documents for school leadership.
• Process mail and packages, distributing them to appropriate staff or department.
• Assist with data entry and maintaining databases, including student attendance, schedules, fees, and other pertinent school records.
• Support the coordination of student schedules and assist with changes or updates as needed.
• Run reports, compile data (staffing matrix, enrollment trend data, etc.), enter data for sections, build next year's master schedule, schedule study halls, homerooms, counselors, lockers, etc. Adding sections as needed.
• Assist with student registration and enrollment, ensuring all required paperwork and documentation are completed.
• Maintain student records, including grades, transcript requests, education verifications, schedules, and medical forms, ensuring compliance with confidentiality policies.
• Help with school-wide administrative tasks, including filing, organizing, and maintaining documents for accreditation or reporting purposes.
• Perform other duties as assigned by the principal or administration to support the operational and educational goals of the school.

Additional Duties:

• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment:

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements:

Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities:

• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Google Sheets, Docs, Excel, Powerpoint, the Internet, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards:

Works in standard office and school building environments.