Administrative Assistant - Level Office (Academic Year)

JobID: 6805

Position Type:
Secretarial/Clerical/Administrative Assistant- Grade 2

Date Posted:
8/19/2025

Location:
Rogers Park Middle School

Job Summary:
The Administrative Assistant plays a vital role in supporting the Assistant Principal or designee by ensuring the smooth, professional operation of the school office. This position requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. The ideal candidate will be a friendly, proactive, and dependable team player who thrives in a dynamic school environment.

Key Responsibilities:
Office Operations & Clerical Support

• Maintain an efficient and organized office environment that supports school administration, faculty, students, and families.
• Handle daily clerical tasks including filing, copying, scanning, and preparing documents.
• Manage and maintain confidential files and records, including updates and reviews of manuals and reference materials.
• Distribute mail and ensure timely communication within the building.

Administrative & Scheduling Support

• Arrange and manage schedules and appointments for the Assistant Principal and other designated staff.
• Assist in the creation and preparation of reports, graphics, and presentations using word processing, data management, and design tools.
• Handle office interruptions and emergencies with calm professionalism; contact appropriate personnel when necessary.

Communication & Customer Service

• Serve as the primary office point of contact—greet visitors, answer phone calls, take messages, and assist with inquiries in a professional and courteous manner.
• Compose routine correspondence such as memos, letters, and standard replies on behalf of the Assistant Principal or designee.
• Communicate effectively with students, families, staff, and community members, maintaining a welcoming and respectful tone at all times.

Technology & Data Management

• Use PowerSchool to compile data and generate reports.
• Proficiently utilize Microsoft Office Suite and Google Workspace (Docs, Sheets, Slides) for daily tasks.
• Maintain and troubleshoot basic office equipment, including copiers; coordinate repairs and order supplies as needed.

Professionalism & Confidentiality

• Uphold high standards of professional conduct and ethical behavior.
• Serve as a positive role model for students and staff.
• Respect and protect the confidentiality of student and staff information in accordance with legal and district policies.

Required Qualifications:

• High school diploma or equivalent.
• One (1) to two (2) years of experience in secretarial or administrative support.
• Demonstrated proficiency with Google Workspace, Microsoft Word/Excel, and PowerSchool (or willingness to learn).
• Strong grammar, punctuation, and spelling skills for proofreading and written communication.
• Excellent interpersonal skills, including the ability to communicate tactfully and effectively.
• Ability to multitask, prioritize assignments, and remain organized in a fast-paced environment.
• Friendly, approachable demeanor with a passion for working with students, staff, and families.
• Willingness to take notes and develop additional technical or clerical skills as needed.
• Commitment to maintaining confidentiality and handling sensitive information appropriately.

Reports To:
Assigned District Administrator as designated by the Superintendent.

• Grade 2 with benefits/46 weeks.
• Salary in accordance with UPSEU Bargaining Unit Contract