Administrative Assistant

Job Title: Administrative Assistant Date: September 2026
Reports to: Executive Director, Development Director, & Principal
FLSA Status: Non- exempt

POSITION OBJECTIVE:
The fulltime Administrative Assistant oversees and manages all front office procedures and other tasks assigned by the Executive Director. In addition, the Administrative Assistant provides support to the Development Director, Principal, Assistant Principal, and Business Manager. A professional image for the organization must be projected at all times through personal, email, and phone communications.

ESSENTIAL FUNCTIONS:

• Oversee all aspects of general front office coordination.
• Maintain office calendar to coordinate work flow and meetings.
• Maintain confidentiality in all aspects of student, staff, parent, and agency information.
• Serve as receptionist.
• Greet and welcome visitors.
• Receive and place telephone calls.
• Disseminate telephone, email, and written messages to staff, parents, and board members.
• Execute various clerical duties, including:
  • Type a variety of materials such as correspondence/letters,
    newsletters, reports, memos/faxes, emails, etc;
  • Copy materials for administrative and office use;
  • Distribute incoming mail and handle outgoing mail daily;
  • Execute appropriate use of the computer, printer, copier and fax machine.
• Lunch Program: Receive money, update and reconcile student accounts, and order lunches.
• In conjunction with Assistant Principal, receive and manage student medications and records.
• Run pre-approved credit card payments.
• Receive and log all income.
• Maintain a regular filing system.
• Maintain updated files on students, keeping all information confidential.
• Order supplies for office, school, teachers and classroom instruction as directed.
• Assist the staff with clerical tasks as directed and approved by the Executive Director and/or
  Principal.
• Be familiar and carry out responsibilities and duties as indicated in The Joseph Sams School Staff Handbook.
• Perform other duties as assigned by the Department Heads (Principal, Development Director,
  Business Manager) as approved by the Executive Director.
• Participate in the execution of the school’s major fundraising events.

KNOWLEDGE, SKILLS, AND ABILITIES:
The Administrative Assistant must have strengths in the following areas: strong interpersonal skills, flexibility, and the ability to interface professionally with parents, teachers, staff, students, Administration and Board members, as well as the school’s donors. The Administrative Assistant must exhibit strong organizational skills, verbal and written communication skills, and have the ability to prepare and maintain accurate records and filing systems. Attention to detail and the ability to multi-task are critical. The administrative assistant must also possess the following skills:

1. Be computer literate.
2. Have good writing, analytical and problem‐solving skills.
3. Possess knowledge of principles and practices of organization, planning, records management and general administration.
4. Have the ability to communicate effectively.
5. Have the ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers and facsimile machines.
6. Be able to follow oral and written instructions.

EDUCATION AND EXPERIENCE:
A high school education or the equivalent is required. Some college or technical training is preferred.

CONTACTS:
Has contact with parents, students, teachers, paraprofessionals, administrators, potential parents, board members, and community members.

WORKING CONDITIONS:
Work in an office environment. May be required to assist in transferring and lifting students and able to lift at least 50 pounds.