Job Description
School Administrative Assistant/Secretary
Full-Time for the 2025-2026 School Year
City & State: Hanover, PA
School: St. Joseph School, Hanover Payroll Grade: 10 FLSA Status: Non-exempt Position Description - A school administrative assistant works in the administrative office of an elementary school and is responsible for performing daily clerical work. The job description of a school administrative assistant involves interacting with students and parents, tracking attendance records, mailing school forms, and managing the school calendar.
- A school secretary answers the office phone and transfers calls as necessary, maintains student records, welcomes school visitors, and handles any day-to-day clerical needs required by the school.
Essential Duties and Responsibilities of a School administrative assistant
- Answer telephone and addresses caller questions and concerns.
- Transfers calls to proper individual and/or department as needed.
- Mails student report cards, school brochures, and other necessary forms.
- Welcomes visitors to the school and provides directions around the building as needed.
- Types up and contributes to school bulletin or newsletter.
- Assist with new hires and the onboarding process including providing tours, providing plans and paperwork for Youth Protection clearances, security measures (keys, fob, etc.), timesheet submission or Substitute payroll forms, medical emergency forms, etc.
- Sorts and distributes mail delivered to school office.
- Maintains student records and files.
- Uses computer database or filing system to update records as necessary.
- Manages and updates school/principal calendar.
- Provides administrative support to principal or other upper level administrator as needed.
- Takes dictation and transcribes documents.
- Attends office meetings and takes minutes.
- Tracks staff attendance. Have all day off forms signed for approval and recorded. Print attendance reports quarterly for principal.
- Maintains substitute teacher database. Contacts substitutes when needed.
- Work with area bus and transportation services for student who need to ride the bus. Provide school families with district forms to request transportation, collect after completion, and collate for distribution and reference purposes.
Order Books for each grade after approved by principal. Collect book requests from teachers, submit to vendors for price quote, enter price quote and order info into NPIS system for Diocesan approval. Once approved and shipped, compare order to shipment for accuracy, stamp books for ownership, distribute to teachers and mark as received.
Required Knowledge, Skills and Abilities
- Demonstrates strong interpersonal skills.
- Maintains professional and friendly demeanor.
- Possesses excellent organizational skills.
- Is capable of managing time efficiently.
- Demonstrate ability to multi-task effectively.
- Works well with a variety of students, administrators, and parents.
- Exhibits ability to remain polite and calm when dealing with troublesome students or frustrated parents.
- Possesses basic computer skills and knowledge of word processing programs.
- Is familiar with a variety of computer programs such as Microsoft, Google, Canva, etc.
- Demonstrates ability to think creatively.
- Demonstrates strong writing and editing abilities.
- Possesses excellent telephone etiquette.
- Communicates clearly and effectively.
- Is capable of handling confidential situtations with staff and students in a responsible fashion.
- Demonstrates familiarity with basic office equipment such as multi-line phones, fax machines, and scanners.
Education and Experience
- High school diploma, GED, or equivalent is required.
- Associate's Degree or higher is recommended.
- Previous work experience in an office setting is preferred.
- Must be familiar and comfortable with basic office equipment and computer programs.
Work Environment
- The majority of working hours will be spent in an office setting.
- Light physical activity such as walking and standing is required on a daily basis.
- Some local travel to complete office errands may be required.
