Administrative Assistant (K-5)

DuBois Integrity Academy is hiring an Administrative Assistant for its K-5 school. DuBois Integrity STEM Academy has two pillars that support substantial achievement improvement; STEM (Science, Technology, Engineering and Math) combined with Blended Learning.  We use theme-based, interdisciplinary, integrated curricula to facilitate instruction and learning. A combination of tightly-controlled behavioral studies and groundbreaking neurological research supports theme-based education as a means to improve the opportunities for success for all learners. 

School Administrative Assistants play a critical role in the smooth operation of by providing administrative and clerical support to the principal, staff, and students.. They handle day-to-day tasks that contribute to the overall efficiency of the school environment.

Job Summary

The School Administrative Assistant performs a wide range of clerical and administrative duties to ensure the smooth functioning of the school's office.  This includes maintaining records, assisting students and parents, handling communications, and providing support to teachers and staff.  The position requires strong organizational skills, the ability to multitask, and a friendly and professional demeanor.

Key Responsibilities: 

1. Office Management - Manage the front office, answer phones, greet and direct visitors to the appropriate individuals.  Maintain the principal's calendar, schedule meetings, appointments, and manage communication with internal and external stakeholders. Oversee office supplies inventory and order supplies when necessary. 
2. Recordkeeping & Data Management - Maintain accurate students records, including attendance, grades, and disciplinary actions.  Process student enrollment and withdrawal paperwork.  Update and manage databases for student information systems and other administrative software.  File and organize important school documents such as reports, correspondence, and memos.
3. Communication -Serve as a point of contact for parents, students, and staff, addressing inquiries and providing information about school policies, events, and schedules.  Draft, proofread, and distribute newsletters, emails, and other communication from the school administration.  Coordinate announcements over the intercom system and maintain school event calendars.
4. Studentand Parent Support: - Assist students with routine questions and help them navigate school procedures, such early dismissal or sick calls.  Provide support to parents by answering questions, facilitating meetings with school personnel, and distributing information about school activities.  Manage the visitor sign-in process and ensure all visitors follow the school's security protocols.
5. Clerical Support: - Provide clerical support to teachers and staff, including preparing documents, reports, and presentations.  Assist with preparing and distributing materials for meetings, parent-teacher conferences, and school events.  Handle correspondence such as letters, emails, and faxes, ensuring they reach the correct recipient in a timely manner.
6. Event Coordination - Help organize school events such as assemblies, open houses, graduation ceremonies, and staff meetings. Assist with logistical tasks such as scheduling rooms, preparing materials, and coordinating with vendors.
7. Financial Responsibilities - Manage basic accounting tasks, such as collecting fees for field trips, school supplies, or lunch programs.  Assist with the preparation of financial reports and manage petty cash or other small school funds.  Track and reconcile school-related purchases and expenses.
8. Support for the School Leadership Team - Assist the principal and administrative team with special projects as needed.  Handle confidential information with discretion and maintain the confidentiality of sensitive school matters.

Other duties as specified by administration

Qualifications:  

Education - High school diploma or equivalent required; an associate degree in office administration or a related field is preferred.

Experience -Prior experience in an administrative role, preferably within a school or educational setting.

Skills:

• Excellent written and verbal communication skills.
• Proficiency with office software, including Microsoft Office Suite and Google Workspace.
• Strong organizational and multitasking skills.
• Ability to maintain confidentiality and manage sensitive information.
• Attention to detail and ability to meet deadlines.

Preferred Skills:

• Familiarity with student information systems and educational technology platforms.
• Knowledge of school policies, educational regulations, and procedures.
• Ability to work effectively in a fast-paced environment with interruptions and changing priorities.

Working Conditions:

• Work is typically performed in a school office environment.
• The job requires interaction with students, staff, and the public on a daily basis.
• The administrative assistant may be required to attend school events or meetings outside of regular school hours.

Interested candidates should also submit a resume, cover letter, and references to

lyusuf@diak8.org

A background check is required with our approved agency. DuBois Integrity Academy provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.