EdPost

School Administrative Assistant - Sibley East Middle/High School

Position Purpose

Under the direction of the principal or designated administrator, the Administrative Assistant provides comprehensive clerical, secretarial, and administrative support to ensure the efficient operation of the school. This position facilitates communication regarding school procedures and activities and supports the wide range of services offered to students, families, and staff.

Work Schedule:
This is a 10 month position with the possibility of additional days built around the district’s calendar - generally August - the beginning of June.

• Prepares, formats, and distributes school communications—including notices, memos, newsletters, and digital correspondence—to keep staff, students, and families informed of key events and updates.

• Supports planning, scheduling, and logistics for school events and activities; maintains an accurate and up-to-date master calendar for building events, athletic and activities schedules, assemblies, conferences, field trips, and other school functions.

• Maintains organized digital and physical files, records, and documentation to ensure accuracy, accessibility, and compliance with district, state, and federal reporting requirements.

• Creates and processes purchase orders, tracks budget-related documents, and coordinates with the district’s accounting/finance office to support timely procurement and financial operations.

• Monitors and maintains inventory of office, instructional, and activity-related supplies and materials to ensure availability and timely replenishment.

• Welcomes and assists students, families, staff, substitute teachers, and visitors; ensures a positive and professional first point of contact for the school.

• Answers and routes phone calls; provides accurate information, resolves routine questions, and directs inquiries to appropriate personnel as needed.

• Sorts, distributes, and manages incoming and outgoing mail and deliveries.

• Assesses concerns or emerging issues and determines appropriate next steps, including resolving at the office level or referring matters to administrators, counselors, the Dean of Students, or other support staff.

• Supports the Dean of Students/Activities Director by assisting with scheduling, activity registration, eligibility tracking, communication with coaches and advisors, and coordination of student behavior or attendance data as requested.

• Manages student enrollment processes, including registering new students, obtaining required documentation, requesting records, and entering accurate data into Infinite Campus.

• Uses Infinite Campus to maintain and update student records, attendance, schedules, behavior entries, and demographic information; assists staff with troubleshooting basic system functions.

• Responds to inquiries from students, families, and staff in a timely and customer-service-focused manner, providing information and facilitating clear communication between school stakeholders.

• Monitors daily student attendance in Infinite Campus, processes attendance updates and excusals, communicates with families regarding absences or tardies, and supports the Dean of Students, Student Success Coach, and building principal with attendance interventions and reporting.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.

Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements
Limited travel to and from meetings may be required.

• Strong communication skills with the ability to clearly describe issues, provide updates, and convey information both verbally and in writing.

• Demonstrated ability to build and maintain positive, collaborative working relationships with students, staff, families, and community members.

• Ability to follow written and verbal instructions, adapt to changing priorities, and carry out tasks with accuracy and attention to detail.

• Competence in performing basic mathematical calculations and applying arithmetic skills to office, purchasing, and record-keeping tasks.

• Proficient with modern office technology, including Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Slides, Drive, Forms), email platforms, and web-based tools.

• Strong problem-solving skills with the ability to identify issues, evaluate options, and implement effective solutions.

• Ability to work effectively with individuals from diverse backgrounds and to provide inclusive, respectful customer service.

• Skilled in processing paperwork and digital forms accurately and consistently in alignment with established procedures.

• Ability to maintain confidentiality and handle sensitive information in compliance with district policies and legal requirements.

• Excellent organizational and time-management skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment.

• Knowledge of current office management practices, workflow systems, and effective administrative support techniques.

• Bilingual in Spanish is preferred; ability to communicate with families and students in Spanish is strongly valued.

Physical and Mental Demands, Work Hazards
Works in standard office and school building environments.

Qualification Profile:
A combination of education, training, and experience that demonstrates the skills and knowledge required for successful performance will be considered.

Typical Qualifications Include:

• High school diploma or equivalent; additional coursework or certification in office administration, business, or a related field is a plus.

• Experience in office administration or school office operations is preferred, including proficiency with student information systems (Infinite Campus), record-keeping, and general office management.

• Demonstrated ability to learn and use digital tools and software efficiently, including Google Workspace, Microsoft Office, and web-based systems.

FLSA Status:       Non-exempt