School Administrative Assistant - Prairie Middle School

Job Title : School Administrative Assistant

FLSA Exemption Status : Non-Exempt

Classification Group : Educational Office Professionals

Supervising Position : School Assistant Principal

Pay Plan : Educational Support Personnel

Pay Range : Range 08

Last Updated : 12/16/2025

Pay Information

Benefits Information

JOB SUMMARY : Under the direction of a School Assistant Principal, perform a variety of clerical and administrative tasks and may provide functional guidance to clerical employees. May compile special periodic reports and compose non-routine correspondence. Typically involves some project work. Work on assignments that are moderately complex in nature where judgment and analysis are required in resolving problems and making recommendations.

ESSENTIAL DUTIES AND RESPONSIBILITIES : The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Task Descriptions Frequency Percentage of Time

1.

Greet and welcome visitors to the building. Answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions. Daily 20%

2.

Schedule meetings and appointments for staff, supervisor, outside representatives, and students. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations. Maintain and update calendar for department events or special activities. Daily 20%

3.

Draft and/or type letters, memorandums, reports, and related materials (e.g. newsletters, announcements, etc.). Compose and type routine correspondence. Work on special projects as needed. Daily 15%

4.

Conduct research and compile and type statistical reports. Daily 15%

5.

Organize and maintain file system, which may include individual education plans (IEPs), simple databases, personnel records and actions, student records and tests, surveys, legal documents, evaluations, professional growth, insurance, supplemental pay, club budgets, mentor program, workshops, etc. File correspondence and other records. Daily 10%

6.

Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material. Daily 5%

7.

Read, route, and respond to incoming mail. Locate and attach appropriate file(s) with correspondence to be answered by building administration. Prepare outgoing mail and correspondence, including emails and faxes. Daily 5%

8.

Order and maintain supplies/inventory and arrange for equipment maintenance. May process electronic purchase and warehouse orders and/or other financial documents. May complete basic monitoring of a department budget. Weekly 5%

9.

Perform other duties as assigned or requested.

Daily 5%

TOTAL 100%

REPORTING RELATIONSHIPS : This job has no direct supervisory responsibilities.

MINIMUM QUALIFICATIONS : The minimum prerequisites of formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other criteria that a candidate must fulfill to be considered for a position. It is essential that certifications, licenses, endorsements, designations, and trainings are fulfilled, valid, and not expired.

Criminal background check and fingerprinting required

High School Equivalency (HSE) diploma

Two (2) years of administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or operational school support experience

Intermediate knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.

Intermediate knowledge of common office application software

Intermediate knowledge of Microsoft Office

Intermediate interpersonal relations skills

Intermediate verbal and written communication skills

Intermediate organizational skills

Ability to operate common office equipment

Ability to work alone and with others

Ability to write routine reports and correspondence

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and policy books

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS : The physical demands, mental functions, cognitive capacities, and work environment factors required to perform a position’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Light work strength level (lifting or carrying up to 25 pounds)

Works both indoors and outdoors

Typically a moderate noise level

Work location is subject to change to meet the requirements of the organization

Sedentary work

Frequent bending and reaching

Occasional lifting, pulling, and pushing

Occasional standing and walking

Manual dexterity to operate a computer keyboard

Repetitive motions

Visual concentration and depth perception

Eye/hand coordination (e.g., typing, ten key)

Speaking and hearing

Concentrated reading/writing/mathematics

Exposure to outdoor weather conditions

Normal school district environment

DESIRED QUALIFICATIONS : Formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other qualifications relevant to the position that are strongly preferred but not mandatory for a candidate to be considered.

Education and/or training beyond high school

Experience working in the public sector

Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds

Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement