School Office Administrative Assistant

White Bear Montessori School is seeking a friendly, organized, and detail-oriented School Administrative Assistant to join our team. This full-time, year-round position serves as the welcoming face of the school and plays a vital role in supporting students, families, and staff. The Administrative Assistant helps ensure the smooth day-to-day operation of the school while contributing to a warm and engaging community centered on children.

Unlike a traditional office position, this role is embedded in the daily life of the school. The successful candidate will enjoy balancing administrative responsibilities with meaningful interactions with children, families, and staff throughout the day. The ideal candidate must be able to handle confidential information, communicate effectively, and work efficiently while managing frequent interruptions in a dynamic school environment.

Position Details

• Full-Time, Year-Round
• Monday–Friday, 8:00 a.m.–4:30 p.m.
• Benefits Eligible
• Approximately 233 scheduled workdays per year

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Compensation

• Non-Exempt (Hourly)
• $24.00–$26.00 per hour, depending on qualifications and experience
• Annual earnings are approximately $44,700–$48,500 based on the scheduled work year

Essential Responsibilities

Family & School Communications

• Serve as the primary point of contact for parents, visitors, and prospective families.
• Answer and direct incoming phone calls.
• Monitor and respond to family messages through the communication app, Brightwheel.
• Welcome visitors and assist with general inquiries.
• Support communication between families, staff, and administration.

Student Records & Attendance

• Maintain accurate student records and files.
• Track daily attendance and manage attendance reporting.
• Assist with enrollment and registration processes.
• Ensure records are maintained in accordance with school policies and procedures.
• Support compliance and reporting requirements as needed.

Purchasing & Administrative Support

• Order classroom, office, and all-school food and supplies orders.
• Coordinate deliveries and maintain inventory of consumables.
• Track purchases and maintain organized purchasing records.
• Assist with special projects, school events, and administrative tasks.

Facilities & Vendor Support

• Coordinate routine facility maintenance requests.
• Communicate with vendors, service providers, and contractors.
• Assist Head of School in maintaining vendor agreements and service schedules.
• Support the Head of School in the overall organization and functionality of school facilities.

Qualifications

• Must be able to pass a background check. Ability to lift and carry 30 pounds, ability to bend, reach, stoop, sit on floor as this person will be called on to supervise children and respond appropriately in routine and emergency situations.

• Associate's or Bachelor's degree preferred.
• Previous administrative, customer service, or school office experience highly preferred.
• Early childhood or Montessori experience is a plus but not required.

·  Experience with Brightwheel or willingness to learn school management software

·  Strong organizational, time-management skills and customer service skills.

·   Proficiency with Google Workspace, Microsoft Office, and office technology.

·   Ability to maintain confidentiality and professionalism.

·   Ability to work independently while collaborating effectively with a team.

Preferred Characteristics

• Warm, welcoming, and service-oriented.
• Comfortable using and learning new technology.
• Strong attention to detail.
• Dependable and self-motivated.
• Flexible and adaptable in a fast-paced environment.
• Appreciation for Montessori education and child-centered learning.

About White Bear Montessori School
Founded in 1969, White Bear Montessori School is one of Minnesota’s largest AMI Montessori schools, serving approximately 150 children from toddler through Grade 6. As a well-established, non-profit school community, we are dedicated to providing an authentic Montessori education that nurtures independence, curiosity, and a lifelong love of learning. For more than 55 years, we have partnered with families to support each child's academic, social, and emotional growth in a warm, collaborative environment.