School Administrative Assistant

Description

Summary/Objective

The School Administrative Assistant provides administrative and clerical support to school staff and plays a vital role in supporting a wide range of services for students, families, staff, and the broader school community. This position requires a highly organized, detail-oriented professional who can manage multiple tasks while maintaining a welcoming and responsive front office.

Essential Functions

• Proficient in the use of standard office equipment and relevant software applications
• Ability to prepare and maintain accurate records and documents
• Knowledge of basic mathematics, grammar, punctuation, and office procedures
• Displays familiarity with school operations, policies, and compliance requirements
• Schedule and manage multiple meetings and events
• Collect and organize data and maintain accurate files
• Adapt to frequent interruptions and changing priorities
• Communicate effectively with diverse individuals and groups
• Maintain confidentiality of sensitive information
• Function as a team member and represent the school professionally
• Draft correspondence, reports, and other documents from oral or written instructions
• Maintain and update files, student records, and enrollment data using tools such as ProgressBook Suite, ODDEX, Online Registration, and FileBound
• Handle confidential information related to students, staff, and school business
• Manage incoming/outgoing mail and direct communications appropriately
• Monitor student attendance and report concerns to the Director per SAM and state policy
• Answer and direct phone calls and messages in a professional manner
• Order and maintain office and classroom supplies
• Perform bookkeeping duties including collection of fees and handling of financial transactions
• Maintain appointment schedules and coordinate meetings (e.g., IEPs, parent conferences)
• Greet and screen visitors according to school protocols
• Oversee the infirmary, administer student medications per policy, and maintain related logs
• Track staff attendance and prepare payroll summary sheets for HR, including leave balances
• Attend staff meetings, student orientations, and Board meetings as needed
• Monitor school entry points, door systems, and emergency alerts
• Request maintenance or IT support via the Help Desk when needed
• Coordinate student records and transportation with local districts
• Prepare and submit accurate reports to ODE, EMIS, and other agencies as required
• Organize logistics for field trips, including lunch, transportation, and permissions
• Prepare and submit CN6/CN7 documentation for the school lunch program
• Maintain compliance with student/employee confidentiality regulations
• Support the implementation of SAM policies and contracts
• Serve as the point of contact for onboarding schedules and general staff orientation
• Liaise with HR for employment changes, including hiring, resignations, FMLA, Workers' Comp, etc.
• Promote positive internal and external relations

Supervisory Responsibility

None

Work Environment

This job operates primarily in a school environment and may require collaboration across multiple buildings or departments.

Physical Demands

• Regularly required to talk, hear, and engage in active listening.
• Frequently required to stand, walk, use hands to handle or feel objects, and reach with hands and arms.
• Specific vision requirements include close vision, distance vision, peripheral vision, depth perception, color vision, and the ability to adjust focus.

Position Type / Expected Hours of Work

Full-time position; frequently requires extended hours and the ability to work outside of standard school hours

Travel

Travel is required to attend professional development sessions, trainings, and statewide meetings as appropriate.

Required Education and Experience

• Four (4) year degree with coursework in office organization, clerical skills, or personnel support preferred OR a minimum of four (4) years of progressively responsible administrative or secretarial experience
• High proficiency in Microsoft Word, Excel, and database systems
• Experience in charter schools, education, or nonprofit settings preferred
• Ability to multitask and remain focused despite frequent interruptions
• Typing accuracy of at least 50 wpm preferred
• Reliable attendance and punctuality
• Professional appearance and grooming in accordance with SAM Board Policy
• Adherence to all SAM, state, federal, and local regulations
• Successful completion of a background check through the Ohio BCI/FBI

Other Duties

This job description is not intended to include a complete listing of all duties, responsibilities, or activities that may be required. Duties and responsibilities may change at any time, with or without notice, as assigned by the supervisor or CEO of Summit Academy Management.

Salary : $35,000 - $40,000