Administrative Assistant (VPMS)

Description/Duties: 

Valley Park Middle School is looking for a dedicated and customer-focused Administrative Assistant to join our team! We seek a highly organized, positive, and flexible individual who brings empathy, enthusiasm, and strong interpersonal skills to the role.

As the first point of contact for our middle school community, the Administrative Assistant plays a vital role in creating a welcoming and supportive environment of belonging for students, parents, staff, and visitors. This position involves a variety of clerical and secretarial duties that require initiative, independent judgment, and decision-making within established policies. Professionalism, discretion, and excellent communication skills are essential, as the role often involves handling confidential information with care.

If you are passionate about providing exceptional service and contributing to a positive school experience for all, we’d love to hear from you!

EXAMPLES OF WORK PERFORMED:

1. Answers the telephone, with the purpose of directing and screening calls, transferring calls, responding to inquiries, or taking messages. 
2. Greets visitors to the building and directs them to the appropriate location.
3. Gives information in person or by telephone to employees, students, parents, and the public, using knowledge of District rules, regulations, and procedures.
4. Evaluates situations for the purpose of taking appropriate action or directing to the appropriate person. 
5. May perform various clerical duties such as sorting and distributing mail, processing vouchers, and Purchase Orders, maintaining the inventory of office supplies, preparing work orders, and making copies, etc. 
6. Prepares, composes, transcribes and/or types documents, correspondence, reports, newsletters, schedules, etc. for the purpose of communicating information to school and District personnel, students, parents, and the public.
7. Supports assigned supervisor(s) for the purposes of providing assistance with their work. 
8. Maintains confidentiality when working with private material concerning the District or individuals. 
9. Maintains files for supervisor(s) and/or building.
10. Prepares and distributes related reports, and maintains databases appropriate to the specific area of responsibility.
11. Develops systems to meet building needs, establishes and maintains files, and assists in monitoring building budgets as requested.
12. Assists with ordering office supplies; assists with the inventory of office/department supplies.
13. Processes mail, may schedule appointments and may make arrangements for travel for staff and/or student events including field trips.
14. Operates standard office equipment, is proficient in word processing and basic spreadsheet skills.
15. Updates all student records.
16. Maintains proper material for substitute teachers.  (Keys, folders, etc.)  
17. Maintains accurate student attendance and verifies student absences.  
18. Performs other duties as requested by the principal. 

ESSENTIAL FUNCTIONS:

• (Attendance) - Regular daily attendance is required to provide administrative support to the building administration. 

• (Mobility) – Requires movement about and within a department area, building, and attendance at District and Community events.
• (Reading) – Reads, interprets, and authors correspondence, reports, legal documents, etc. for administrative purposes.
• (Dexterity) – Understands and is able to use computer software applications as necessary.
• (Writing) – Prepares and maintains written reports; develops information for written reports and correspondence on behalf of the building administration. 
• (Communicating) – Communicates with employees, students, families, etc. via telephone, email, at meetings and events, and via correspondence as needed.
• (Sight) – Visually obtains information from computer monitor. Is able to proofread and produce professional documents.
• (Confidentiality) – Is privy to highly sensitive and confidential materials and District business and must therefore be discreet and able to maintain strict confidentiality of said business and materials.

KNOWLEDGE, SKILLS, AND ABILITIES – This may be representative but not all-inclusive of the knowledge, skills, and abilities commonly associated with the job.

• Requires the extensive use of technology on a daily basis.
• Requires strong organization to ensure all tasks are completed in a timely fashion.
• Requires the ability to work well with others to provide cohesive services to the District.
• Requires strong attention to detail.

PHYSICAL ABILITIES – Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Required to occasionally move objects weighing up to 10 pounds around the workspace.
• Required to visually obtain information from computer monitor, correspondence, reports, or legal documents.
• Required to operate standard office equipment.

WORK ENVIRONMENT – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• General office conditions. Exposed to moderate noise levels.

Hours: Monday-Friday 7:00 am - 3:30pm

Education/Training/Qualifications:  

Required: High school diploma or equivalency certificate; some college expirence preffered. 

Preferred: Previous administrative assistant experience;

Preferred: Candidates who are proficient in Excel, Microsoft Office Suite, and Google applications;

Preferred: Candidates with prior experience in an educational setting.

Required: As a condition of employment, all new hires will be required to complete a FBI, State Highway Patrol and Family Care Safety Registry background check.

Qualifications:

• Working knowledge of basic office procedures and the operation of common office equipment and machines
• Able to perform essential functions of the position
• Strong communication (verbal, written, and e-mail) skills
• Able to communicate in a professional manner with students, parents, staff, and the community
• Accuracy in processing information in order to prepare spreadsheets and reports
• Able to process a large volume of data in a timely manner
• Able to develop effective working relationships with a diverse population of students, staff, and community members 
• Able to work as a team player, communicate and collaborate with building and district staff
• Self-motivated with strong organizational skills
• Strong word processing, data entry, spreadsheet, and database skills
• Willingness to learn new material and as needed attend professional development as needed

Compensation: Starting Salary $19.00/hour based on experience and qualifications

Benefits: Comprehensive Benefits Package including board-paid medical insurance.

FLSA Status: Non-Exempt 200 Day work calendar 

Position begins July 2025

Please understand in order to be considered as a candidate you must complete all steps in the application process. These steps include completing the online application, uploading your cover letter, resume, and contact information for 3 professional references.

Equal Opportunity Employer: 

It is the policy of the Valley Park School District not to discriminate on the basis of race, color, religion, sex, national origin, ancestry, disability, age, genetic information or any other characteristic protected by law, in its programs or employment practices as required by the Title VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975 and Title II of the Americans with Disabilities Act of 1990. Full Non-Discrimination Disclosure. 

Salary : $19