Administrative Assistant

ServingSchools; Kennebunk (ME); On-site; USD 35,000 - 44,000; Full time

Job summary

ServingSchools in Kennebunk, ME is seeking an Administrative Assistant for the Middle School of the Kennebunks. You will ensure smooth main office operations, support attendance tracking, communications, and daily administrative tasks in a busy school environment.

The ideal candidate has a high school diploma and strong organizational, communication, and customer service skills to support students, families, and staff in a fast-paced setting.

Qualifications

• High school diploma required.
• Strong communication, organizational, and problem‑solving skills.
• Customer‑service oriented with ability to manage multiple tasks in a fast paced environment.

Responsibilities

• Greet and sign in visitors using Ident‑A‑Kid system.
• Answer phone calls and support callers.
• Accept dropped off student items from parents and locate students for dismissal.
• Assist students and teachers with daily needs and requests.
• Prepare and read daily announcements; coordinate with teachers and coaches.
• Manage attendance records and communicate with staff via email.
• Organize substitute staff and coordinate substitutes for vacancies.
• Input facility and work order requests and assist with MSK room/field bookings.
• Stock office supplies and maintain equipment as needed.

Skills

Communication

Organization

Problem solving

Customer service

Education

High school diploma

Tools

Google Workspace

Database management

Office equipment operation

Graphic design tools

Video conferencing (Zoom/Meet)

Job description

Full Time

Kennebunk, ME, US

Salary Range:$25.72 To $32.10 Hourly

ADMINISTRATIVE ASSISTANT

Middle School of the Kennebunks

Salary Range: $25.72 to $32.10 Hourly

As the Administrative Assistant you will deliver measurable results in ensuring the smooth and efficient operation of the main office at Middle School of the Kennebunks (MSK).

Reports to: Building Principal

Qualifications: We are seeking a highly qualified administrative assistant to join our team - someone who loves what they do. High school diploma required. The ideal candidate should possess a combination of education and relevant work experience and demonstrate a track record of success in office support roles. They should have excellent communication, organizational, and problem-solving skills, enabling them to effectively manage multiple tasks and priorities in a fast-paced environment. A successful candidate will be proactive, adaptable, and customer-service oriented, with a willingness to learn and take initiative to support the smooth operation of the office.

Technical responsibilities of the role will require

• Advanced proficiency in Google Workspace


• Experience with database management systems


• Proficiency in office equipment operation (multi-line phone systems, printers, scanners, copiers) ? Basic competence with graphic design tools


• Experience with document management systems and file organization


• Familiarity with video conferencing platforms (e.g., Zoom, Google Meets)

Responsibilities

• Buzz all visitors into building/sign visitors in with the Ident-A-Kid system


• Answer phone calls and provide support to callers


• Accept dropped off student items from parents


• Locate students for dismissal


• Assist students and teachers with daily needs/requests


• Write/read daily announcements – coordinating with teachers, advisors and coaches


• Accept and write out all student bus notes/coordinate email bus notes from parents


• Work with the bus barn regarding bus changes, questions, etc.


• Collect necessary student information forms


• Distribute daily mail


• Photocopiers – general maintenance and repair


• Stock office supplies, if needed


• Sign in tardy students


• Call parents regarding unconfirmed student absences


• Reconcile daily attendance records in PowerSchool between tardy, present and absent students


• Email daily attendance list to staff


• Track the 3 hour minimum attendance requirement for State records


• Track student attendance and send attendance letters to families


• Arrange for and organize all substitute staff members and direct subs upon their arrival


• Make early morning calls to subs for vacancies if needed


• Print class rosters and schedules for subs as needed


• Email daily sub list to staff


• Book building spaces for staff members


• Input MSK facility and work order requests


• Assist community members, Parks and Rec, Girl Scouts,etc. with MSK facility requests ? Approve/decline facility requests for all MSK rooms and fields


• Other duties as assigned by the building principal

Core Competencies

• Highly organized: you rely on systems/processes to implement and document work; we can count on you to follow through, stay on top of specific tasks, and close loose ends and communication loops; you methodically document decision-making


• Attention to detail: you’re obsessed with accuracy and embrace the importance of “getting it right” you triple-check documentation to ensure you can stand by your work; your discipline enables you to work error-free despite repetitive nature of tasks


• Balance collaboration with independent production: you are a skilled collaborator and thought-partner, but are equally comfortable with deep independent dives into your work ? Communication skills: you communicate clearly and logically; you can articulate complex concepts and the rationale behind them with intention; you can obtain the information you need effectively


• Strategic prioritization: you adjust to emerging realities and needs; you take action on what’s most important; you drive work forward with an urgency to see results


• Customer-service orientation: you see interacting with parents and community members as a critical part of your job, not as an impediment to your job; you see interacting with families and members of the public as an essential part of serving students


• Calm in the storm: you stay grounded and focused when problems emerge; you stand ready to provide support, identify options, and delegate tasks as needed


• Embrace diversity: you value a diversity of perspectives, styles and beliefs; you understand the difference between tolerance and inclusion

Reasonable Accommodations: RSU 21 will provide accommodations to an individual with a disability, as defined by the Americans with Disabilities Act (ADA) or applicable law, who has made the district aware of their disability, unless doing so would cause an undue hardship to the district.

Terms of Employment

42 weeks per year, 37.5 hours per week, as assigned by the building principal. Salary is based on the candidate’s qualifications and experience.