Administrative Assistant (open until filled)

Department/Location: School Office
Reports To: Building Principal
Work Schedule/Term: 10 Month Position (as assigned)
FLSA Status: Non-Exempt


Position Summary


The School Office Administrative Assistant provides administrative, clerical, and customer service support to ensure the efficient operation of the school office and school. This position serves as a primary point of contact for students, staff, families, and visitors; manages office communications; supports daily school operations; and assists building leaders with scheduling, recordkeeping, and general administrative duties. This role may assist with health-related tasks such as medication distribution in accordance with District policy and training. The assistant must maintain confidentiality and professionalism and manage multiple tasks in a fast-paced school environment.


Essential Duties & Responsibilities

Office & Administrative Support

• Greet and assist students, families, staff, and visitors in a welcoming and professional manner.
• Manage phone calls, emails, and office communications; direct inquiries to appropriate staff.
• Maintain organized office files, records, and correspondence, ensuring compliance with FERPA and District policies.
• Prepare letters, reports, forms, and other documents as requested by the administration.
• Assist with school-wide communication, mail distribution, copying, and general office coordination.
• Maintain accurate student, attendance, and office-related data in District systems.

Student & Staff Support

• Support student attendance processes, including recording tardies, absences, and early dismissals.
• Assists students with basic needs, including triage of health concerns and general support.
• Coordinate student passes, sign-in/sign-out procedures, and daily office traffic.
• Support staff with scheduling requests, room reservations, or administrative resources.
• Support scheduling and logistics for substitutes as needed.

Health Office & Medication Support

• Assist in the health office as needed, following District procedures and training.
• Administer and document medications to students only as authorized under District policy.
• Communicate with parents/guardians regarding minor student health needs when appropriate.
• Always maintain the confidentiality of student health information.

Other Duties

• Perform other duties as assigned.

Qualifications

Education & Experience

• High School Diploma or GED required; post-secondary coursework in office administration preferred.
• Previous experience in an office, customer service, or school setting preferred.
• Completion or willingness to complete approved Medication Administration Training Program.

Knowledge, Skills & Abilities

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace or similar platforms.
• Strong organizational and time-management skills.
• Ability to communicate clearly and professionally in writing and verbally.
• Ability to learn, navigate, and be trained in the district's electronic door access systems, including basic troubleshooting and credential management.
• Ability to maintain confidentiality and handle sensitive information.
• Strong attention to detail and problem-solving skills,
• Ability to manage multiple priorities and support multiple supervisors.

Physical & Environmental Requirements

Physical Requirements

• Frequent keyboarding, sitting, standing, walking, speaking, and light lifting (up to 25 lbs).
• Ability to operate standard office equipment, including computer, printer, copier, and phone systems.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment

• Work performed in a school office setting with frequent interaction with students, families, and staff.
• Fast-paced environment with frequent interruptions.
• Some occasional evening or extended hours may be required during school events or peak periods.

This job description is not intended to be all-inclusive.

Duties and responsibilities may change at any time with or without notice.