What are the responsibilities and job description for the Administrative Office Assistant position at Hopewell City School District?
QUALIFICATIONS:
The ideal candidate for the School Administrative Office Assistant position should have a high school diploma or equivalent, with additional training or certification in office administration preferred. Strong proficiency in office software, including Microsoft Office Suite, and experience with student information systems is required. The candidate should possess excellent organizational, communication, and interpersonal skills, along with the ability to handle sensitive information with discretion and confidentiality. Prior experience in a school or office setting is preferred. The individual must demonstrate attention to detail, the ability to multitask in a fast-paced environment, and a commitment to supporting the school’s administrative needs.
DESCRIPTION:
The School Administrative Office Assistant supports the daily operations of the school office by managing various administrative tasks, including maintaining accurate attendance records, entering and managing student discipline data, and assisting with general office duties. This role ensures that the school’s administrative functions are performed efficiently and professionally, contributing to a welcoming and organized environment for students, staff, and visitors.
GENERAL DUTIES (May not include all duties performed):
- Record and maintain accurate student attendance records, including tracking excused and unexcused absences.
- Enter and update student discipline data in the school’s information management system.
- Assist with preparing attendance and discipline reports for school administrators.
- Greet and assist visitors, students, and staff in a friendly and professional manner.
- Answer and direct phone calls, take messages, and respond to inquiries as needed.
- Maintain and organize office files, records, and supplies.
- Assist in preparing correspondence, memos, and other written communications.
- Support teachers and staff with administrative tasks, such as copying and distributing materials.
- Monitor and ensure the accuracy of student records and documentation.
- Coordinate substitute teacher schedules and provide necessary materials.
- Assist with managing student check-ins, check-outs, and late arrivals.
- Collaborate with other office staff to ensure smooth daily operations.
- Perform other administrative tasks as assigned by school administrators.
SUPERVISION:
The School Administrative Office Assistant reports to the Principal or designated school administrator. The position works closely with other office staff and collaborates with teachers, staff, and parents.
WORK CONDITIONS:
The School Administrative Office Assistant works in a standard office environment within the school, with frequent interaction with students, staff, and visitors. The position requires sitting, standing, and walking for extended periods, as well as using office equipment such as computers, phones, and copiers. The workday may occasionally extend beyond regular school hours to meet deadlines or support school events.
LENGTH OF CONTRACT:
12 months
