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.