HMS and FWA Administrative Assistant

Position Type:
Support Staff/Administrative Assistant

Date Posted:
6/22/2026

Location:
Hortonville Middle School

Date Available:
07/13/2026

Closing Date:
07/06/2026
Reports to: Administrator

Qualifications:

• High School diploma
• CPR/AED Certification
• First Aide Certification
• Appropriate clerical work experience (preferably clerical work in a school setting)
• Detail orientated individual with good oral and written communication skills
• Competent in the use of office machines and computer applications and programs
• Knowledge of Word and Excel and current Student Services Systems
• Good communication skills with students / parents / staff

Abilities, Skills, and Knowledge Desired:

• Timely and accurate process of work
• Assist office staff and administration
• Assist students / parents /staff
• Positive and pleasant role-model
• Knowledge of communicable diseases and procedures; diabetic, seizure, and other emergency procedures; blood borne pathogens; and universal precautions preferred (training will be provided by district nurse)
• Comfortable with providing medical assistance, i.e., dispensing medication, providing first aid, etc.

Responsibilities
Daily

• Greet visitors, help any person/parent/visitor when they are in the building/office. Verify and check into Raptor and print badge.
• Verify students and visitors entering and leaving the building.
• Retrieve attendance off attendance line and enter into Skyward
• Call to verify attendance with parents to follow up on safety of a child
• Assist students with attendance issues
• Answer and direct telephone calls to the appropriate staff members
• Monitor, assist, supervise students that need extra help in the office
• Discipline issues (enter into Skyward and Alpine, reports and PBIS)
• Help students and staff trouble shoot problems with computers, phones, copy machine, etc. or any questions they may have
• Sort mail that comes into the building
• Handles announcements / media notifications
• Handles background checks for volunteers
• Coordinate with AESOP for subs for the building
• Have subs folder, keys, name tags ready for substitute first thing in the morning
• Fill out paperwork for teachers to complete that are absent and place in their mailbox, maintain sub information and send payroll information when needed to the Business Office
• E-mail daily to all staff who is subbing in the building
• Maintain student attendance and enrollment statistics
• Maintain electronic calendar for staff members and appointments
• Maintain Media Pit calendar for staff members
• Back-up for maintaining maintenance request
• Keep track of A/B Daily Schedule
• Field Trip Permission Slips
• Enter new students into a schedule
• E3 Scheduling & Mailing
• Negative Lunch Accounts
• Assists with discipline issues~ radio for administrator/staff. Supervise and calm student until assistance arrives.

Weekly

• Monitor forms that are in the bins in the office and the commons area
• Assists with remediation folders and keep parents informed of progress of the folders
• Assists with Friday football games and staff who will be supervising
• Notifies parents for discipline issues as directed by administration
• Send out weekly calendar for staff via e-mail
• Process weekly checks when necessary for the school out of the accounting system
• Prepare pay sheets for substitute teachers pay for Business Office and send twice per month
• Coordinate Friday football game staffing

Monthly

• Proper paperwork in the office for students that are out for sports/activities
• Monitor athletic inventory with coaches of each sport
• Maintain copy counts for staff members and report the information to building principal
• Balance the accounting system monthly and send information to the Business Office
• Print monthly calendar of the building facility use and distribute to BSG and Maintenance Department
• Create and prepare monthly newsletter for parents
• Assist with Fire Drills as asked by the administrators
• Helping with Conferences

Summer Time

• Assist with attendance for Summer School
• Assists with 8th grade cumulative folders to HHS
• Assists with the moving of cumulative folders to the appropriate file cabinets
• Set-up discipline folders
• Prepare for on-line registration for each student
• Prepare fees in Skyward for parents
• Create a master daily schedule for students and teachers in Skyward
• Mail a letter to staff in August
• Fall Staff Listing / Phone List
• Set-up Bell Schedule
• Create and maintain A/B Day Schedule
• Create bus supervision schedule for staff
• Set-up with Principal due dates for progress reports and final quarter grades
• Prepare and maintain the policy/procedure handbooks on the teacher web page
• Record budget information of staff members
• Assist with budget as needed by Principal
• Prepare purchase orders for all staff requisition requests
• Order Office supplies
• Order paper supply for entire staff
• Check in all supplies that come into the building summer and during the year
• Maintain and prepare student supply list and send out to the community stores
• Prepare forms for printing in the summer for the beginning of the year
• Collect student fees

Through-out the year - Assists with

• Updating requested family changes in Skyward
• Send for student records
• Notify staff of new students cum folders and set up time to review in office
• Send out transferring student records
• Schedule students for classes
• Record all the Internet and Co-Curricular forms into Skyward
• Print report cards for Parent/Teacher Conferences
• Post report cards to student's portfolio and send message to parents that they are there
• Prepare brochures for the 4th & 5th Grade Orientation
• Send letter to the incoming 4th & 5th Grade parents on orientation day
• Maintain and keep up to date the Emergency Action Plans
• Coordinate with Athletic Director on events and any conflicts that might occur
• Assist with STAR and FORWARD testing, as needed by administration
• Help in maintaining the District Web Page
• Maintain postage meter and e-mail Business Office when putting money into machine
• Send out invitation for 8th grade Awards Night and make programs for parents
• Organize picture and retake day with photographer
• Enter all locker information into Skyward each year
• Display flyers that have been approved by District Office
• Any other task that may be asked by Administrators and/or Board of Education

Provides backup assistant to middle school health aide:

• Fill in for the Health aide during the Health aide's lunch break.
• Provide medical services for students, including but not limited to: first aid, feeding tubes and dressing changes. Provides support to district nurse as needed.
• Responsible for student medication administration including emergency medications via all routes.
• Responsible for maintaining student records such as documenting office visits and medication administration.
• Attends health meetings and annual trainings/in-services including but not limited to medication administration training, task training, first aid and CPR

Performance Evaluation: Performance will be evaluated yearly in accordance with the Board of Education's policy on evaluation of support staff. Evaluation will be performed by Administrator.

Term of Employment: Twelve month