Administrative Assistant

HSE Schools; Fishers, Northern (IN, KY); Hybrid; USD 40,000 - 48,000; Full time

Job summary

Hamilton Southeast High School is seeking an Administrative Assistant to support daily office operations, handle front desk duties, manage communications, and maintain organization in the main office. The role requires strong interpersonal skills, confidentiality, and the ability to multitask in a busy school environment.

Responsibilities include serving as the telephone receptionist, routing calls, coordinating messages, and maintaining calendars and files alongside the Office Manager.

Qualifications

• Experience in school administration or front desk preferred.
• Ability to maintain confidentiality.
• Capable of handling multiple tasks and deadlines.
• Excellent communication and interpersonal skills.

Responsibilities

• Act as the primary liaison between the HSE High School administration and faculty with the school community.
• Serve as the primary school telephone receptionist.
• Screen and route calls to appropriate staff and divisions.
• Maintain visitor/vendor logs and keep the office organized.
• Route passes and other items to students and assist with notifications as needed.

Skills

Communication

Office organization

Multitasking

Problem solving

Phone receptionist

Tools

Skyward

Microsoft Office

Word

Excel

Valcom Bell system

Job description

Administrator: Steve Guenin
Assistant Principal at Hamilton Southeast High School

JOB DESCRIPTION

Administrative Assistant – HSE High School

Reports to: Office Manager

PERFORMANCE RESPONSIBILITIES

Essential Job Duties and Responsibilities

• Acquire and maintain a knowledgeable base of information concerning the total school program and facilities.
• Act as a primary liaison between the HHS administration and faculty with the school community.
• Provide well-organized and accurate work and maintain a well-organized and clean work environment in the Main Office.
• Be able to multi-task and problem solve independently.

Communication

• Serve as the primary school telephone receptionist.
• Screen and route the calls from the school community members to the appropriate HSE High School divisions/departments and to the appropriate staff members.
• Set an invitational tone of the school through presence and tone.
• Use language correctly and effectively. Maintain confidentiality as required and appropriate.
• Demonstrate an openness to discuss suggestions. Record and handle any threatening calls that pertain to the school or its population (i.e., bomb threats, etc.).
• Deliver personal/urgent messages to staff members to their offices/by telephone/to their mailboxes/via email.
• Communicate by radio and/or phone to administrators, custodians, school nurse, and Central Office when appropriate.
• Communicate to staff members under the supervision of the HSE High School Administration.
• Supervise the counter to answer student/parent questions and assist students/parents/vendors/guests with needs before, during, and after school.

Office Organization

• Maintain visitor/vendor logs and procedures including verification of background check status. August 2014
• Make efficient use of time and resources available.
• Demonstrate a willingness to assist and work cooperatively with all HSE High School colleagues from all divisions.
• Create and maintain procedure manual for the front office

Work Permits

• Handle all “student work permit” responsibilities related to the preparation, explanation of instructions, database maintenance, and production of any required Skyward reports.

Deliveries

• Route passes and other items efficiently to students in classrooms, computer labs, or other areas of the building.
• Maintain items delivered by parents (homework assignments, lunch money, uniforms, etc.) and assist with notifying students regarding pick up.

Technology

• In Skyward – be proficient at locating student information, including schedules, family information, bus information, discipline history, grades, etc.
• Microsoft Office – be proficient at creating and modifying Word and Excel documents such as letters, spreadsheets, signs, flyers, procedures documents, etc.
• Become proficient with the Valcom Bell system, including creating bell schedules, assigning bell schedules, and troubleshooting.

Other

• Create and update procedure manual for all Front Desk activities.
• Aide the Assistant Principal in maintaining school calendars, including the Activities Calendar, Schedule, and the website calendar or the current calendar being used by the District/School.
• Respond to, or route any emails sent through the website to the appropriate person/department.
• Perform all other duties and assume other responsibilities as assigned by HSE High School Principal or designee.

PERSONAL AND PROFESSIONAL RESPONSIBILITIES

• Nurture a positive relationship with super-ordinates, subordinates and peers.
• Demonstrate respect for super-ordinates, subordinates and peers.
• Support corporation decisions and direction relative to matters of policy and administrative directives. Work as a team player.
• Demonstrate ability to deal with sensitive issues in a tactful and professional manner.
• Address concerns and offer suggestions in an appropriate and confidential manner.