Administrative Assistant

Posted a month ago
Start Date
Position Areas
Non-Instructional Support


School Administrative Assistant
Reports To: Director of Operations

Under the direct supervision of the Director of Operations, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions: Other duties to be assigned

  • Meets, greets, and interacts with students, staff, families, mentors, contractors, and community members in a manner characterized by respect, concern, and commitment to support and serve
  • Performs administrative duties to support school administration
  • Answer phones and respond to emergency calls for the purpose of notifying appropriate parties to address immediate safety and/or security issues
  • Answer phone, records and distributes messages, schedules meetings for teachers and Administration
  • Receives deliveries, mail, supplies, messages, etc. to disseminate to the appropriate parties
  • Screen inquiries of staff, students, parents, the public, etc. (e.g. phone calls, visitors, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution
  • Perform record keeping and clerical functions (e.g. scheduling, copying, faxing, data keying, filing, process field trip requests and order buses) for the purpose of supporting the schools
  • Maintain daily attendance system and have all attendance and part calls completed by 10 am each day
  • Maintain a log book of visitor sign in and out
  • Handle all incoming and outgoing mail and deliveries.
  • Distribute all school communications and mailings.
  • Send monthly notices to parents for past due fees.
  • Mail and file report cards.
  • Maintain basic first aid and health supplies in Main Office.
  • Monitor supply of office supplies, paper and toner and ensure that copiers are in working order. Call for repairs when needed.
  • Perform copying and faxing as needed.
  • Assist with events including enrollment, student performances, celebration of learning, etc.
  • Assist with staff meetings including preparing agendas, notes, other preparation, etc.
  • Maintain student paper files to make sure they are complete and in order.-
  • Work closely with the wellness coordinator to ensure all student medical records are complete, compliant, and up to date.
  • Update School Messenger system regularly.
  • Send records based on school requests.
  • Coordinate with districts and parents for payment for transportation in lieu
  • Manage money received by collecting, making receipts, logging, and counting.
  • Assist with invoicing.
  • Assist in preparation for Board Meetings and may need to stay at times to let board and community members in
  • Obtain transfers/new student records and notify Principal.
  • Other duties as assigned
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Knowledge, Skills and Abilities
  • Ability to describe problems and work orally or in writing to supervisor as required.
  • Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
  • Ability to carry out instructions furnished in written or oral form.
  • Ability to add, subtract, multiply and divide, and perform arithmetic operations.
  • Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail).
  • Ability to problem solve job-related issues.
  • Ability to work with a diverse group of individuals.
  • Ability to process paperwork accurately according to standardized procedures.
  • Ability to maintain confidentiality of information regarding students, employees and others.
  • Organizational and time management skills.
  • Knowledge of office management procedures.
Physical and Mental Demands, Work Hazards
Works in standard office and school building environments.
                *See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Qualification Profile
Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. 
Typical qualifications would be equivalent to:
  • Graduation from high school.
  • Some Shorthand or speed writing skills desirable.
  • Successful experience with office management preferred. 

FLSA Status:       Non-exempt

Posted By

The Intergenerational Schools

11327 Shaker Boulevard , Cleveland, OH 44104

At the following locations


11327 Shaker Blvd. , Cleveland, OH 44104