Administrative Assistant

Hortonville Area School District; United States; On-site; USD 35,000 - 55,000; Full time

Job summary

Hortonville Area School District is seeking an Administrative Assistant to support building administration, staff, students, and families. The role involves greeting visitors, verifying entries, and processing attendance in Skyward.

The position requires strong clerical experience, proficient Word/Excel use, and excellent communication. Duties include handling calls, coordinating substitutes with AESOP, and maintaining student records with accuracy.

Qualifications

• CPR/AED Certification (provided by District)
• First Aid Certification (provided by District)
• Appropriate clerical work experience (preferably in a school setting)
• Detail oriented with good oral and written communication skills
• Competent in the use of office machines and computer applications and programs
• Knowledge of Word and Excel and current Student Services Systems
• Good communication with students/parents/staff
• Must be a team player that is patient and accommodating

Responsibilities

• Greet visitors and verify identity; print badge.
• Verify and check into Raptor and print badge.
• Verify students entering and leaving the building; enter into Skyward.
• Answer and transfer/handle incoming phone calls (schedules, Skyward, pickup/drop off).
• Retrieve attendance and enter into Skyward.
• Maintain electronic "Student Daily Changes Log" and print pink slips at day end.
• Set up subs through AESOP; ensure classrooms have a teacher or sub.
• Maintain sub information and send payroll information to Business Office.
• Assist with attendance issues, discipline issues, and food service issues.
• Assist teachers with requests and questions; supervise students in office.

Skills

Detail oriented

Communication skills

Team player

Patient and accommodating

Tools

Word

Excel

Student Services Systems

Office equipment

Job description

• Position Type:
  Support Staff/ Administrative Assistant
  
• Date Posted:
  8/26/2026
  
• Date Available:
  09/08/2026
  
• Closing Date:
  09/04/2026
  

Reports to:

Building Administrator

Qualifications:

• CPR / AED Certification (provided by District)
• First Aid Certification (provided by District)
• Appropriate clerical work experience (preferably in a school setting).
• Detail orientated individual with good oral and written communication skills.
• Competent in the use of office machines and computer applications and programs.
• Knowledge of Word and Excel and current Student Services Systems.
• Good communication skills with students / parents / staff.
• Must be a team player that is patient and accommodating.

Abilities, Skills, and Knowledge Desired:

• The main job goal is to timely and accurately process work while assisting office staff, administration, students and parents/families.
• This position requires a positive and pleasant role model to greet others.

Responsibilities:

• Greet visitors – help any person/parent/contractor/visitor when they are in the building/office. Verify and check into Raptor and print badge.
• Verifying students entering and leaving the building – enter into Skyward.
• Verifying visitors entering the building.
• Answer and transfer/handle incoming phone calls (conference schedules, Skyward, pick up/drop off, etc.).
• Retrieve attendance off attendance line and enter into Skyward
• Maintain electronic "Student Daily Changes Log" – sort and print out "pink slips" at end of the day for dismissal. Follow up with teachers on attendance with students.
• Call to verify attendance with parent to follow up on safety of child.
• Set up subs through AESOP – be sure all classrooms have a teacher and/or sub
• Get sub folders/keys/name tags out for subs each morning.
• Maintain sub information and send payroll information when needed to Business Office.
• Get Aide sub sheet signed daily by administrator.
• Assists with attendance issues, sub issues, teacher issues, and food service issues.
• Assists with discipline issues – radio for administrator/special ed. Supervise and calm until assistance arrives.
• Help teachers with any requests or questions they may have.
• Assist/supervise students in the office whether it is indoor recess, copies, supplies, etc.
• Contact Maintenance for building/classroom/student issues (vomit, accidents, blood, door issues, jammed lockers, etc.)
• Assists with Discipline issues, entering information into Skyward and/or Alpine
• Enter new students into a schedule.
• Prepare cum folders for new students throughout the year and new Kindergartners in the fall.
• Maintain all cum folders in the school office.
• A/B schedule updates, prints, and email
• Maintain calendar of events
• Maintain all legal District and Community postings
• Enter behavior data into system
• Enter suspension information into Skyward and Alpine
• Mentor students on needed basis
• Assist with nine fire drills per year.
• Assist with all drills (lock down, relocation, etc.).
• Disperse cumulative folders in the summer/fall should they be changing schools (going to middle, transferring in-district or out-of-district, etc.).
• Create/Edit all correspondence to parents, including Newsletters.
• Troubleshoot problems throughout the building with printers, classroom and office equipment, etc.
• Help PTO members with any needs (lists, emails, flyers, etc.).
• Assist Building Administrator with any needs.
• Schedule appointments for Principal, as requested.
• Take care of Principal's mail and signature folders, as needed.
• File for Principal when requested.
• Mailings, as requested.
• Update family requests in Skyward throughout the school year.
• Attend monthly Skyward meetings, Administrative Assistant Meetings or any other meetings that are requested.
• Keep the school supplies stocked for all school needs.
• Acts as "accounts receivable" for registration fees by sending invoices for those not paid.
• Create purchase orders and check in items throughout the year.
• Field trip permission slips, inventory money from teachers, write check, etc.
• Count money for field trips.
• Collect money for supplies.
• Maintain accounts and deposits.
• Work with the Photographers to set up Memory Books.
• Set up forms for the school year as needed (phone lists, bus/pledge/handbooks, etc.)
• Count and distributes flyers approved by the District
• All laminating needs for the building.
• Send 4K placement letter to parents (HES Administrative Assistant)
• Send teachers information
• Create all classroom/building purchase orders and check in items as they come in.
• Keep track of teacher budgets on spreadsheet.
• Set up forms for the new school year including, class rosters, staff lists, etc.
• Assist with Summer School – taking money, answering questions, etc.
• Work with District Office to enroll new students into Skyward and disperse paperwork as needed.
• Assist parents with any registration needs (computer, payment, etc.)
• Assist parents with any demographic issues, concerns or computer questions.
• Reorganize office, workroom, lounge and supplies.
• Staggered start spreadsheet and mail out letters.
• Skyward scheduling for all students into homerooms and specials. Check and recheck.
• Order paper for paper room in summer and mid-year, keep room stocked.
• Mandatory CPR/AED training when required
• Mandatory First Aid training when required
• Any other tasks that may be asked by the Administration or Board of Education.

Provides backup assistant to elementary school health aide:

• Fill in for the Health aide during the Health aide's lunch break.
• Provide medical services for students, including but not limited to: first aid, feeding tubes and dressing changes. Provides support to district nurse as needed.
• Responsible for student medication administration including emergency medications via all routes.
• Responsible for maintaining student records such as documenting office visits and medication administration.
• Attends health meetings and annual trainings/in-services including but not limited to medication administration training, task training, first aid and CPR

Knowledge, Skills and Abilities:

• Knowledge of communicable diseases and procedures; diabetic, seizure, and other emergency procedures; blood borne pathogens; and universal precautions preferred (training will be provided by district nurse)
• Comfortable with providing medical assistance, i.e., dispensing medication, providing first aid, etc.

Requirements:

• Mandatory CPR/AED Training as required.
• Mandatory First Aid Training as required.

Performance Evaluation:

Building Administrator annually

Employment:

Twelve month