Administrative Assistant - Grade 4 - Full Year

Position Summary

The Administrative Assistant provides comprehensive administrative, clerical, and operational support to the Principal and main office of a middle school. This position serves as a key point of contact for students, families, staff, and visitors and is responsible for supporting daily school operations, coordinating substitute coverage, monitoring staff attendance, maintaining records, and assisting with a variety of school-based administrative functions.

Essential Duties And Responsibilities

• Provides administrative and clerical support to the Principal and school leadership team.
• Serves as a primary point of contact for students, parents/guardians, staff, and visitors.
• Captures daily substitute coverage for certified and non-certified staff utilizing district attendance and absence management systems.
• Maintains accurate staff and student records in accordance with district procedures and confidentiality requirements.
• Aids with student attendance processes, including data entry, record maintenance, and communication with families as needed.
• Prepares correspondence, reports, presentations, meeting agendas, and other documents.
• Schedules meetings, appointments, conferences, and events for school administration.
• Maintains office filing systems, records, and confidential documents.
• Processes purchase orders, requisitions, invoices, and other financial documentation in accordance with district procedures.
• Aids with onboarding and personnel-related processes for new and existing staff.
• Supports school communications through phone, email, and other district communication platforms.
• Utilizes district software systems, including but not limited to Frontline, PowerSchool, Google Workspace, Microsoft Office, and other district-approved applications.
• Aids with emergency procedures, student dismissals, and other operational needs of the school.
• Supports school-wide activities, events, testing administration, and special projects as assigned.
• Performs other related duties as assigned by the Principal.

Qualifications

• High school diploma or equivalent.
• Minimum of four (4) years of progressively responsible administrative or secretarial experience.
• Proficiency in Microsoft Office Suite, Google Workspace, and database management systems.
• Demonstrated ability to learn and effectively utilize district technology platforms.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced environment.

Preferred

• Associate's or Bachelor's degree.
• Previous experience in a public school or educational setting.
• Experience with Frontline Absence Management, PowerSchool, Tyler ERP, or comparable school management systems.
• Bilingual candidates are encouraged to apply.