Administrative Assistant

Position Summary

The Administrative Assistant serves as the first point of contact for students, families, staff, and visitors and is often considered the face of North Vermillion Junior/Senior High School. This position plays a vital role in creating a welcoming, organized, and professional environment while supporting the daily operations of the school.

The Administrative Assistant performs a wide variety of clerical, organizational, and student services responsibilities, including attendance management, visitor management, communication with families, substitute coordination, student records, event support, and general office operations. Success in this role requires exceptional customer service, strong organizational skills, the ability to multitask in a fast-paced environment, sound judgment, and a commitment to maintaining confidentiality.

Essential Duties and Responsibilities

Front Office Operations

• Serve as the primary receptionist for the school by greeting visitors, answering telephones, directing inquiries, and providing outstanding customer service.
• Maintain a welcoming, professional, and positive atmosphere for students, families, staff, and community members.
• Assist students, parents, and visitors with questions and school procedures.
• Manage incoming and outgoing phone calls, messages, and correspondence.
• Operate office equipment and maintain an organized and efficient front office.

Student Attendance

• Maintain accurate daily attendance records using the student information system.
• Verify absences, tardies, and early dismissals.
• Contact parents regarding student absences and attendance concerns.
• Process attendance documentation including medical notes, field trips, and other approved absences.
• Generate attendance reports and assist administration with attendance monitoring and compliance.

Student and Visitor Management

• Monitor the Visitor Aware system for visitors, volunteers, substitute teachers, and student check-ins/check-outs.
• Ensure all visitors follow school safety procedures.
• Assist with student sign-in/sign-out procedures.
• Maintain accurate records of student movement throughout the school day.
• Support school safety protocols and emergency procedures.

Student Services

• Assist students with daily needs including passes, parking permits, locker questions, and general assistance.
• Maintain student parking records and distribute parking permits.
• Secure and manage student cell phones when assigned by administration.
• Support administrators with student discipline procedures as needed.
• Develop positive relationships with students while maintaining professional expectations.

Communication and Office Support

• Coordinate substitute teacher coverage and maintain substitute scheduling information.
• Maintain office calendars and assist with scheduling meetings and events.
• Assist with newsletters, parent communication, and school-wide announcements.
• Prepare correspondence, reports, forms, and other office documents.
• Maintain accurate filing systems and student records.

School Operations

• Assist with Flex Period scheduling and student assignments.
• Support vocational student transportation procedures.
• Assist with special events including registration, Back-to-School Night, parent conferences, testing, and graduation activities.
• Provide clerical support for administrators and office staff.
• Perform additional duties as assigned by the Principal.
• Coordinate Substitute Teachers and ensure coverage of classrooms.

Confidentiality and FERPA Responsibilities

Because the Administrative Assistant has access to sensitive student, personnel, and school information, maintaining confidentiality is an essential function of this position.

The Administrative Assistant shall:

• Maintain strict compliance with the Family Educational Rights and Privacy Act (FERPA) and all applicable federal, state, and local laws.
• Protect confidential student, employee, and district information at all times.
• Discuss confidential information only with authorized personnel who have a legitimate educational interest.
• Exercise discretion and sound judgment in all communications.
• Maintain confidentiality regarding student discipline, health information, academic records, investigations, and personnel matters.
• Ensure confidential documents, electronic records, and conversations remain secure.
• Serve as a trusted professional who models integrity and ethical conduct.