Administrative Assistant - Elementary School

Summary
We are seeking a dedicated, highly organized, and service-oriented individual to join our team at Hiawatha Elementary as an Administrative Assistant. This full-time position serves as the central hub of the school—acting as the first point of contact for students, families, and visitors, and as the primary administrative support to the building principal.

In this role, you will play a critical part in shaping the daily experience of everyone who enters the building. From setting a welcoming tone at the front office to ensuring the principal and staff are supported in their work, your contributions will directly impact the efficiency, communication, and overall climate of the school. The ideal candidate brings strong interpersonal skills, attention to detail, and a genuine commitment to supporting a positive educational environment.

Responsibilities

• Serve as the first point of contact for the school, welcoming visitors and providing a professional, helpful presence in the main office.
• Provide direct administrative support to the principal, including managing schedules, preparing correspondence, coordinating meetings, and handling confidential information with discretion.
• Support the daily operations of the school office, ensuring smooth and efficient workflow for staff, students, and families.
• Coordinate substitute teacher coverage, including arranging daily substitutes, communicating assignments, and ensuring proper documentation and reporting.
• Assist with student enrollment processes, including registration and accurate record-keeping.
• Answer phone calls, respond to inquiries, and provide timely and accurate information to parents, students, and staff.
• Coordinate and organize school events, meetings, and activities, including logistics and materials preparation.
• Maintain and update school databases, files, and documentation in compliance with district policies and procedures.
• Manage office systems such as mail distribution, supply inventory, and general office organization.
• Collaborate with teachers and staff to support communication, coordination, and school-wide initiatives.
• Uphold confidentiality, professionalism, and a high level of customer service in all interactions.
• Other duties as needed.

Requirements

• High school diploma or equivalent required; associate’s degree or higher preferred.
• Previous experience in an administrative role, preferably in a school or similar setting.
• Strong organizational and multitasking skills, with the ability to prioritize in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency in Google Workspace (Word Docs, Google Sheets, etc)
• Experience with student information systems or school management software preferred.
• Ability to build positive relationships with students, families, and staff while maintaining professionalism.
• Strong attention to detail and problem-solving abilities.
• Commitment to maintaining a safe, welcoming, and efficient school environment.
• Successful completion of a background check in accordance with district policies.

Physical Demands

The physical demands described are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made. Duties include sitting, standing, walking, speaking, hearing, and using hands for computer work. The position requires meeting deadlines with periodic time constraints, attending evening Board meetings, and occasional travel within the district or region.

Work Environment

The work environment is primarily an office setting with a generally moderate noise level. The position involves regular interaction with staff, administrators, auditors, and members of the public.

This job description reflects the general responsibilities and requirements of the position and is not intended to be an exhaustive list. Duties and responsibilities may be revised by the district as needed.

Diversity, Equity, and Inclusion are core values of Okemos Public Schools. Traditionally marginalized candidates are encouraged to apply.

It is the policy of the Board of Education that the District will not discriminate against any applicant or employee based on race, color, national origin, ethnicity, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, height, weight, familial status, marital status, military service, veteran status, genetic information, disability, or any other legally protected basis. The District shall comply with all applicable federal and state laws and regulations prohibiting discrimination including, but not limited to, Titles VI and VII of the Civil Rights Act of 1964, 42 U.S.C. §§ 2000d, et seq. and 42 U.S.C. §§ 2000e, et seq.; the Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101, et seq.; the Handicappers' Civil Rights Act, MCL §§ 37.1101, et seq.; the Elliott-Larsen Civil Rights Act, MCL §§ 37.2101, et seq.; and the Age Discrimination in Employment Act (ADEA), 29 U.S.C. §§ 621, et seq.

Inquiries or complaints by applicants or employees related to discrimination should be directed to:

Director of Human Resources and Labor Relations
Okemos Public Schools
4406 N. Okemos Road
Okemos, MI 48864
Telephone: 517-706-5006

www.okemosk12.net