Middle School Administrative Assistant

Middle School Administrative Assistant

SUMMARY: The Administrative Assistant (Grades 5–6) supports the efficient operation of the school administrative office by providing comprehensive clerical, organizational, and customer service support to the Principal, staff, students, and families. This position manages office procedures, coordinates communication, maintains student and financial records, supports attendance and data systems, and assists with school events and daily operations. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic school environment.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Provide comprehensive clerical and administrative support to the Principal and school staff, including preparing correspondence, reports, handbooks, and communications
• Answer and screen phone calls, greet visitors, and manage front office interactions with professionalism and efficiency
• Coordinate meetings, appointments, and school events, including logistics, materials, agendas, and communication
• Maintain filing systems, office equipment, and general office organization
• Manage incoming and outgoing mail, email communications, and daily announcements
• Coordinate substitute teachers and support staff coverage as needed
• Serve as a primary point of contact for students, families, staff, and community members, responding to inquiries and directing concerns appropriately
• Provide accurate information regarding school, district, and state policies and procedures
• Assist with financial processes, including collecting and receipting student fees, managing deposits, reconciling accounts, and maintaining petty cash
• Prepare requisitions, process purchase orders, and monitor office supply inventory
• Enter, maintain, and retrieve student data using the district's student information system
• Monitor and manage student attendance records and reporting
• Maintain student files and records, including processing requests and transfers
• Support tracking of student information such as schedules, lockers, discipline, and related data
• Coordinate and support school events such as conferences, open houses, and student activities, including setup, communication, and materials preparation
• Assist with organizing and supporting office staff workflow and special projects
• Provide backup support for health office needs, including assisting students who are ill or injured when necessary
• Manage building and vehicle key inventory, including tracking and distribution
• Support school safety procedures and assist in emergency response coordination
• Perform other duties as assigned to support school operations

EDUCATION & RELATED WORK EXPERIENCE

• High school diploma or equivalent required
• Minimum of three (3) years of clerical or administrative experience preferred
• Experience working with upper elementary or middle school students preferred
• Equivalent combinations of education and relevant experience may be considered

TECHNICAL SKILLS, KNOWLEDGE & ABILITIES

• Strong customer service and interpersonal communication skills
• Excellent organizational, time management, and multitasking abilities
• Proficiency in general office technology
• Ability to learn and effectively use student information systems and data platforms
• Strong attention to detail and accuracy in data entry and reporting
• Ability to maintain confidentiality and handle sensitive information appropriately
• Ability to manage multiple priorities and frequent interruptions in a fast-paced environment
• Strong problem-solving and critical thinking skills
• Ability to work collaboratively with administrators, teachers, support staff, students, and families
• Ability to promote and follow Board of Education policies, district procedures, and professional standards

Full Job Description: Admin Assistant