What are the responsibilities and job description for the High School Office Administrative Assistant position at Holdingford Public Schools?
Independent School District #738
P.O. Box 250
Holdingford, MN. 56340
Personnel Vacancy
April 22, 2026
Administrative Assistant - High School Office
Starting Date: Negotiable
Administrative Assistant - High School Office
Starting Date: Negotiable
Pay: Commensurate with experience. Wage range $21-$25/hr
Basic Work Days: Monday - Friday, 7:00 am until 3:30 pm, mid August through mid June
Application Deadline: May 6th, 2026 or until filled
Holdingford High School is seeking an Administrative Assistant. Under the direction of the Principal, the High
School Administrative Assistant is responsible for providing administrative support and assistance to the High
School Principal and for providing assistance that supports the daily administrative operations of the school. Duties
associated with the job include such representative tasks as handling customer service/receptionist activities;
maintaining building/student records; handling substitute calling and submitting substitute timesheets; implementing
building enrollment procedures; assisting in screening, facilitating and scheduling of the Principal’s calendar;
coordinating and assisting in arrangements for meetings, conferences, or special events; and compiling, reviewing
and submitting building reports level reports/data.
RESPONSIBILITIES
- Answer incoming phone calls and direct or relay messages to appropriate individuals
- Register all new students and families, verify residency, clarify and input all student/family information
- Greet and assist students, staff, visitors, parents, and vendors in a pleasant and courteous manner
- Maintain an inventory of office supplies and track the budget; store supplies and items for resale, in an
- Maintain cumulative files of school students grade seven-twelve, staff, office and business records
- Prepare correspondence and communications for the High School principal as needed
- Maintain staff attendance records and forward appropriate data to the principal and payroll office.
- Collect, maintain and organize classroom and para professional schedules, create sub folders for teachers
- Schedule and assist substitute teachers and paraprofessionals as needed, record and forward voucher
- Keep track of absences and make sure employees are entering their time off, send them reminders until
- Manage, schedule and facilitate communications for parent/teacher conferences, 7th grade orientation, open
- Assign staff bus/hall/lounge duty for the school year
- Oversee office student service worker
- Prepare and send out daily and weekly bulletins
- Gather and submit newsletter articles as needed for District Newsletter
- Assist in supervising ill students under the general direction of the school nurse
- Distribute incoming mail to appropriate personnel: prepare and forward outgoing mail
- Manage and facilitate the procurement and distribution of supplies at the building level, including: prepare
- Handle intercom and bus radio communication as necessary
- Make travel arrangements for teachers and students by working with the transportation director as
necessary. Ex. field trips or district van
- Perform the usual office routines and functions associated with a busy yet productive and smoothly-run
- Prepare and maintain student and staff handbooks at the direction of the principal
- Maintain an inventory and check out system for all keys in the school complex.
- Maintain file with student locker assignments
- Maintain Skyward Records System including:
o Maintain MARRS reporting errors/warnings
o Create report cards and print and mid-term reports
o Create student of the quarter awards, honor roll, ranking reports, and deficiency report
o Enter and maintain accurate census
o Update Special Education IEP status in student records
o Maintain schedules, class lists, request records for new students and help place and inform staff of
student needs
o Process student records for year-end and next year roll-over
- Work with Media Center staff and teachers to assist in inventory and ordering of 7-12 curriculum needs
- Assist in coordinating and generating student and master schedules for course registration
- Assist the calendar committee in creating future school calendars
- Maintain and track student fees for grades 7-12
KNOWLEDGE, SKILLS, AND ABILITIES
General office procedures and practices
- Office etiquette and customer service procedures and routines, and office equipment
- Student recordkeeping processes and operations including specialized district software (e.g. Skyward, etc.)
- MARSS coding and maintenance activities.
- Computer operation and use.
- General office productivity software (i.e. word processing, spreadsheet, internet browsers, email programs,
- District and building policies and procedures and administrative operational requirements.
- Communication, interpersonal skills as applied to interactions with coworkers, supervisor, the general
- Organization
- Applying and using word processing applications, spreadsheet applications and specialized database
- Applying department and/or building specific procedures, policies, and operational routines pertaining to
- Coordinating, planning and making arrangements for various special events, meetings, projects, etc
- Fundamentals of business grammar and basic business math
- Implementing and maintaining a variety of student records/files within the building
- Prioritizing job assignments and performing work assignments requiring attention to detail, precision and
- Providing confidential and secretarial support to the building administrator in the preparation of
correspondence, scheduling calendar/appointments, letters, parent notifications or other correspondence
EDUCATION
- Hold a High School Diploma or its equivalent
- Minimum of 3 years related administrative support and secretarial experience preferred.
- A clear and demonstrated commitment to the District mission, which is to ensure high equality, innovative,
- Perform assigned responsibilities in a manner consistent with the District’s established Core Values
- Advance the District’s mission and values through careful attention to the key issues of Learning,
Basic Work Days: Monday - Friday, 7:00 am until 3:30 pm, mid August through mid June
Application Deadline: May 6th, 2026 or until filled
To apply, please send a letter of interest, resume and three letters of recommendation, no later than May 6, 2026 to:
Tom Cooper
High School Principal
PO Box 250
900 5th Street
Holdingford, MN 56340
Or email to tom.cooper@isd738.org.
FMLA regulations require all employers to post the updated FMLA notice.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER
Committed to Workforce Equity, Diversity and Inclusion
Holdingford Public Schools, District 738 does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs
and activities and provides equal access to youth groups.
Salary : $21 - $25