Administrative Assistant - High School

Position Title: ADMINISTRATIVE ASSISTANT & ATTENDANCE

Reports to: High School Principal

Evaluated by: High School Principal

Hours:     High School Calendar & 2 weeks before and after the school year; M-F 7:30AM-3:30PM 

Salary:    Hourly, not to exceed 40 hours per week; based on experience 

Workspace:   High School Office

Qualifications:

1. High School Diploma
2. Bachelor of Arts (preferred, not required)
3. Spanish speaking (preferred, not required)
4. Friendly, outgoing personality who enjoys working with students and a wide variety of people
5. Ability to transition seamlessly between multiple tasks or situations and complete tasks in a timely manner
6. Strong organizational skills
7. Proficient computer skills; knowledge of Microsoft, Google and PowerSchool or other high school softwares
8. Current certificates for first aid, CPR, AED, and EPIPen training (will provide training)
9. Office experience (preferred, not required)
10. Loyal to and supportive of the Holland Christian Schools mission

Primary, Shared Job Responsibilities:

1. Public Relations
1. First contact – warmly greet and assist students, staff, parents/guardians, and visitors entering the high school office.
2. Answer phone calls, take detailed messages, relay messages to students as needed, and transfer calls to staff voicemail. 
3. Building security – report issues to authorities as necessary, animal control, and/or suspicious activity.
4. Supervision of students in the main office area.
5. Appropriately maintain and secure confidential records and inquiries. Professionally represent the school in all interactions with parents, community, students, and staff.
6. Oversee student immunization reporting to the state through MCIR, submit weekly CDC reports to the local County Health Department. 
7. Liaison for companies for teacher supplies and educational machinery; contact companies for service as needed.
8. Create and maintain high school calendars for room usage, detention calendar, high school devotions, and staff treat calendar. 
9. Help coordinate annual student Check In Day, Parent Night, Parent Teacher conferences, and high school Showcase Night

1. Student Records / Attendance
1. Oversee daily attendance entries and reporting in the school management program.
2. Call parents/guardians of students with unexcused absences and record the reasons in the school management program.
3. Attendance reporting to ISD Tech Center
4. Maintain student and family records regarding emergency contacts and student health notices
5. Address student needs as sent to the office by the parent or teacher
6. Report attendance issues to Assistant Principal
7. Maintain a family distribution list and aid in passing along to teachers materials that need to go home with students.
8. Prepare student progress reports and process quarterly student report cards
9. Prepare parent mailings and communications

1. General Office 
1. Administer medications and maintain an accurate log of distribution.
2. Distribution of daily incoming mail and coordinate outgoing mail procedures. Foster communication within the building, to and from parents, and between schools as appropriate.
3. Inventory, order, receive, and distribute school supplies. 
4. Assist with mailings to school families throughout the year.
5. Bookkeeping for petty cash account.
6. Maintain office appearance (clean & straighten) including refrigerator and coffee areas.
7. Maintain office machines: call for repairs and order supplies as needed.

1. Specified Procedures
1. Member of the CODE+ Response team (keep a record of student medications, serve as an immediate responder to emergencies, etc.)
2. Responsible for Daily Student Announcement compilation and distribution
3. Oversee refreshments for various meetings: weekly staff meeting, annual parent meeting, graduation, student advisory meetings, etc.
4. Coordinating parent volunteers to help with graduation reception.
5. Special projects as assigned by Administrators.
2. All other duties as assigned by the director supervisor.

Physical Requirements

Applicants who are, or become disabled, must be able to perform the essential job functions and meet basic job qualifications either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

The above information reflects the general responsibilities considered necessary to perform the essential functions of the job. This document should not be considered a fully detailed description of all the work requirements of the position. Other duties may be assigned that are not listed in the above job description and the organization may change the specific job duties with or without prior notice based on the needs of the organization.