Job Summary:
The Elementary School Administrative Assistant plays a key role in supporting the daily operations of the school by providing administrative assistance to the principal, teachers, staff, students, and parents. This position requires excellent organizational, communication, and multitasking skills. The administrative assistant is responsible for handling a variety of office duties, ensuring smooth communication, and assisting with student and parent interactions in a positive and professional manner.
Education and Experience:
Education: High school diploma or equivalent (Associate''s degree or higher preferred).
Experience: Previous experience in an office environment, administrative support, or working with children is preferred. Experience in a school setting is an advantage.
Duties / Responsibilities:
Answering Phone Calls: Handle phone inquiries, take messages, and direct calls to appropriate staff members.
Greeting Visitors: Welcome visitors to the school, ensure they follow proper sign-in protocols, and direct them to the appropriate office or classroom.
Managing School Correspondence: Receive and send mail, emails, and other communications. Distribute important notices to staff and parents.
Maintaining Office Supplies: Monitor and order supplies for the school office, ensuring materials are stocked for teachers and staff.
Filing and Documentation: Organize and maintain student and school records, ensuring all information is accurate and up to date
Attendance Tracking: Monitor student attendance, update records, and notify parents regarding absences or tardiness.
Assist with Student Needs: Address basic student requests or concerns, such as providing forms, helping students who are feeling unwell, or directing them to the appropriate staff member.
Health and Emergency Records: Keep track of medical records, allergies, and emergency contacts, and assist with emergency drills and procedures.
Late Arrivals/Early Dismissals: Process late arrivals, early dismissals, and ensure that parents or guardians are notified as necessary.
Parent Interaction: Serve as a point of contact for parents regarding school updates, events, and general inquiries.
School Notices & Announcements: Prepare and distribute newsletters, flyers, and updates about school events or activities.
Assist with Parent-Teacher Conferences: Schedule meetings and coordinate communication between parents and teachers.
Purchasing: Enter purchase orders and check requests.
Communication with Teachers and Staff: Assist teachers by relaying messages, distributing memos, and helping organize meetings and events.
Student Information Systems: Enter and update student data in the school''s database or management system, including attendance, grades, and personal information.
Document Preparation: Prepare documents, reports, and forms as needed, such as report cards, permission slips, and other school-related paperwork.
File Management: Maintain and update both electronic and paper files related to students, school activities, and staff information.
Processing Payments: Collect and track payments for field trips, school events, or lunch programs, ensuring accurate records.
Assisting with Budgeting: Assist in managing office or classroom budgets by tracking expenses and ensuring that financial records are up-to-date.
School Events: Assist in planning and organizing school events such as field trips, assemblies, or school parties.
Scheduling: Help schedule events, meetings, and appointments for school administrators and staff.
Communication of Events: Help coordinate communication to parents and staff regarding event dates, times, and logistics.
Document Creation and Editing: Type letters, memos, reports, and other documents, ensuring they are accurate and professional.
Data Management: Input data into spreadsheets or school systems as required, maintaining up-to-date records of school activities.
Office Organization: Keep the office area clean and organized, ensuring that paperwork is filed correctly and that office space is conducive to productivity.
Assist Principal/School Leaders: Provide general administrative support to the school principal and leadership team, including scheduling, preparing materials for meetings, and handling daily administrative tasks.
Confidentiality and Discretion: Handle confidential information related to students, staff, and school policies in a discreet and professional manner.
Student Supervision: Assist with student supervision during lunch breaks, recess, arrival, and dismissal times.
Emergency Procedures: Be prepared to assist in case of emergencies, such as evacuations or medical incidents, and maintain emergency contact lists.
Required Skills / Abilities:
Organizational Skills
Multitasking
Attention to detail
Time management
Communication Skills
Verbal and written communication
Interpersonal skills
Conflict resolution
Technology Proficiency
Microsoft Office, Google Workspace
Student management systems
Basic troubleshooting
Customer Service Skills
Friendly demeanor
Collaborative
Positive Patience and empathy
Confidentiality and Discretion
Handling sensitive information
Trustworthiness
Problem-Solving and Critical Thinking
Adaptability
Resourcefulness
Decision-making
Teamwork and Collaboration
Working with staff
Supporting students
Flexibility
Office and Clerical Skills
Filing and record-keeping
Data entry
Scheduling
Attention to Health and Safety
Basic first aid knowledge
Familiarity with safety procedures
Adaptability and Flexibility
Ability to work in a fast-paced environment
Stress management skills
Work Conditions:
Office Setting: The role is primarily based in the school office, which can be a fast-paced and sometimes noisy environment due to student and staff activity around the school.
Interaction with Students: While the position is administrative, the assistant may interact with students regularly, especially during arrival/dismissal times, lunch, or when dealing with student-related requests.
Collaborative Atmosphere: The administrative assistant works closely with the school principal, teachers, support staff, and parents, creating a team-oriented work environment.
Physical Requirements:
Primarily Sedentary: The majority of tasks involve sitting and working at a desk.
Walking and Standing: Regular movement around the school to interact with staff, students, and distribute materials.
Light Lifting: Handling light office supplies, documents, and event materials.
Manual Dexterity: Typing, filing, and operating office equipment.
Physical Stamina: Ability to stand or walk for longer periods when supervising students or assisting with school events.