Administrative Assistant

Lennox Junior High–High School

Position Summary

The Administrative Assistant serves as a support person for the Junior High–High School administration, providing professional, confidential, and efficient administrative services. This position is often the first point of contact for students, parents, staff, and visitors and plays a vital role in ensuring the smooth daily operation of the school office. The Administrative Assistant must possess excellent organizational, communication, and customer service skills while maintaining confidentiality and professionalism at all times.

Reports To: Junior High–High School Principal

Employment Status: 10 month/hourly (7:30am-4pm)

Essential Duties and Responsibilities

Office Management

• Serve as the first point of contact for visitors, students, parents, and community members.
• Answer and direct telephone calls and email correspondence in a courteous and professional manner.
• Maintain a welcoming, organized, and efficient front office.
• Coordinate daily office operations and prioritize administrative tasks.
• Maintain office supplies and order materials as needed.

Administrative Support

• Provide administrative support to the Principal, Activities Director and Assistant Principal.
• Manage administrator calendars, appointments, and meeting schedules.
• Prepare correspondence, reports, presentations, agendas, and meeting minutes.
• Assist with building communications, newsletters, and school announcements.
• Coordinate facility requests, meeting logistics, and special events.

Student Records and Attendance

• Maintain accurate student records in accordance with district policies and state regulations.
• Process enrollments, withdrawals, transfers, and record requests.
• Assist Attendance Secretary with monitor/maintain of attendance records.
• Assist with student scheduling and data entry as assigned.
• Prepare reports related to attendance, enrollment, and student information.

Financial and Clerical Responsibilities

• Process purchase orders, invoices, and reimbursements.
• Maintain activity accounts or other building financial records as assigned.
• Collect and account for student fees, fines, and payments.
• Assist with budgeting documentation and financial reporting.

Communication and Customer Service

• Communicate effectively with students, parents, staff, and community members.
• Respond to inquiries and resolve concerns in a professional manner.
• Assist with parent notifications and school-wide communications.
• Support positive relationships between the school and community.

Student and Staff Support

• Assist students with routine office needs.
• Assist with student medical needs and med. administration (training provided).
• Support substitute teacher coordination as assigned.
• Assist with staff onboarding paperwork and building information.
• Coordinate school picture days, ID cards, locker assignments, and other student services.

Technology and Data Management

• Utilize district software including student information systems, Google Workspace, Microsoft Office, and other educational software.
• Maintain accurate electronic and paper filing systems.
• Generate reports and maintain confidential records.

Confidentiality

• Maintain strict confidentiality regarding student, staff, personnel, and district information.
• Adhere to FERPA and all district confidentiality policies.

Other Responsibilities

• Assist during emergency situations following district procedures.
• Support testing coordination, registration, graduation, and other school events.
• Perform additional duties as assigned by the Principal.

Required Qualifications

• High school diploma or GED required.
• Associate's degree or post-secondary coursework preferred.
• Previous administrative or office experience preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Ability to multitask in a fast-paced environment.
• Proficiency with Microsoft Office, Google Workspace, and office technology.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong interpersonal and customer service skills.

Preferred Qualifications

• Experience working in a school environment.
• Familiarity with student information systems (Infinite Campus preferred).
• Knowledge of school operations and educational terminology.
• Experience with financial recordkeeping and purchasing processes.

Knowledge, Skills, and Abilities

The successful candidate will demonstrate:

• Exceptional organization and attention to detail.
• Professionalism and discretion.
• Strong problem-solving skills.
• Ability to work independently while collaborating effectively with others.
• Flexibility to manage changing priorities.
• Positive attitude and commitment to excellent customer service.
• Ability to establish positive relationships with students, parents, staff, and community members.