Administrative Assistant - Front Office

Lincoln Public Schools; Lincoln, Northern (MA, KY); Hybrid; USD 40,000 - 55,000; Full time

Job summary

Lincoln Public Schools Hanscom Campus is seeking an Administrative Assistant for the Front Office. Under the building Principal, you will provide administrative, secretarial, and public relations support, handle inquiries, manage correspondence and accounting tasks, and help ensure smooth school operations.

You will maintain student records, process attendance and enrollment, and support scheduling and communications while coordinating with staff and administrators.

Qualifications

• High school graduate or equivalent; college degree or equivalent experience preferred.
• Excellent computer skills including Microsoft Office and Google Suite.
• Strong organizational, interpersonal, written and oral communication skills.
• Experience in school, municipal, or non-profit settings preferred.
• Ability to interact effectively with staff, parents and the public using customer service skills.
• Ability to lift 25 pounds.

Responsibilities

• Distribute and track payroll timesheets bi-weekly and transmit payroll documents to HR.
• Record staff attendance and coordinate substitute teachers as needed.
• Assist with purchase orders and confirm receipt of materials and services.
• Maintain student cumulative files and generate reports as needed.
• Prepare announcements and publications for parents, staff, students, and the community.
• Welcome visitors and manage building operations, calendars, and room reservations.

Skills

Microsoft Office

Google Suite

Organizational skills

Communication skills

Customer service

Multitasking / time management

Education

High school diploma or equivalent

College degree or equivalent experience

Tools

PowerSchool

Frontline

MUNIS or similar financial software

Job description

Lincoln Public Schools (MA) Hanscom Campus Grades K-8 - Lincoln, Massachusetts Open in Google Maps

Administrative Assistant - Front Office

Lincoln Public Schools (MA) Hanscom Campus Grades K-8 - Lincoln, Massachusetts Open in Google Maps

Job Details

Job ID: 5913929
Application Deadline: Posted until filled
Posted: Sep 03, 2026 4:00 AM (UTC)

Starting Date: Immediately

Job Description

Administrative Assisant - Front Office Hanscom

Position Title

Administrative Assistant – Front Office

Primary Purpose

Under the general direction of the building Principal, the Front Office Administrative Assistant provides administrative, secretarial, and public relations support, fields inquiries, resolves routine procedural issues, handles correspondence and accounting responsibilities, and contributes to the smooth operation of the school and the social well-being of the Lincoln Public School community.

Contractual

Relationship

Reports to the building Principal

Responsibilities

Duties and Responsibilities

1) Staff and supplies

• Distribute and track payroll timesheets bi-weekly to meet payroll processing schedule. Verify and process completed timesheets, seek appropriate authorization, and transmit payroll documents to the Human Resources department.
• Record staff attendance and work with building administrators to ensure staff positions are covered. Coordinate substitute teachers as needed.
• Assist with purchase orders as needed, and confirm receipt of materials and services.
• Receive and fill supply requests for teachers and staff.
• May support with maintaining inventory and database of supplies.
• May support with maintaining supplies in faculty and staff prep rooms.
• Maintain copy machines, laminator, and other equipment needed in prep rooms. Address any technical difficulties that occur with equipment (e.g., copy machines, laminators), including paper jams, depletion of supplies, etc. When necessary, order supplies for office equipment.

2) Student records and reports

• Maintain all student cumulative files (registration, withdrawals, attendance, etc.) and transfer as required.
• Prepare reports as needed based on student records and databases.
• Generate report cards or progress reports and distribute them to staff and student files.
• Maintain confidentiality of information
• Enter and maintain 504 records electronically (ESPED) and in paper form.
• Assist administration with student attendance procedures and verify state reporting.
• Support new student registration and enrollment.

3) School operations

• Welcome school visitors, determine their needs, check appointments, and direct or escort them to the proper person.
• Greet day-to-day substitutes, carry out daily attendance procedures, and manage lunch count with staff.
• Maintain building use/conference room reservations.
• Support building administrators with managing appointments and personal calendars.
• Entering building work orders as needed.
• Provide support with general furniture needs.
• Support building use coordination, as needed.
• Work with multiple databases, computer systems, and software (including Google systems, PowerSchool, Frontline).
• Prepare announcements and publications for parents, staff, students, and community, and provide public relations support.
• Support Administrators with creating systems for tracking data.
• Resolve routine issues and answer routine questions within scope of authority.
• (Hanscom Only) Responsible for signing on visitors to the Base, and traveling to the gate to get visitors a pass.
• Perform other related duties as assigned.

Qualifications

• High school graduate, college degree or equivalent wok experience preferred.
• Excellent computer skills, including proficiency with Microsoft Office, Google Suite, and other database & accounting MUNIS or similar financial application experience preferred.
• Strong organizational skills, including but not limited to establishing and maintaining electronic and paper filing management systems.
• Experience in school, municipal, non-profit settings, or relevant office management experience.
• Demonstrates strong quantitative, interpersonal, and written and oral communication skills.
• Ability to interact effectively with staff, parents, and the public using a variety of customer service skills.
• Ability to lift 25 pounds.
• Understands and uses sound judgment and discretion with confidential matters of the department/building.
• Ability to work in a fast-paced environment, manage and organize multiple projects at once, handle frequent interruptions, and shift and re-prioritize, as needed.
• Demonstrate self-initiative and ability to work independently.
• Strong critical thinking, analytical, and problem-solving skills.
• Ability to reflect and consider options and proposals for process improvement for routine and cyclical tasks or operations. Communicate ideas for departmental improvement and efficiencies to administrators.
• Timely and frequent communication with administrators regarding essential information related to projects, personnel, or issues that may arise.
• Ability to reflect on individual efficacy, receive feedback, and have a growth mindset for continual learning and improvement.

Lincoln, Massachusetts

Lincoln is a residential suburb located 12 miles northwest of Boston. Established in 1754, the town has a rich history dating to our country’s Revolutionary period and has maintained many of its early characteristics and traditions. The community places a high value on public education, open space, diversity, and community involvement.

The school system has a well-earned reputation for educational excellence, offering innovative, student-centered instruction in an inclusive setting with small class sizes. The district serves students PreK-8 at two schools: the PreK-8 Lincoln School, which serves Lincoln-resident families, Boston-resident families participating in the METCO program, and the children of staff members; and the PreK-8 Hanscom School, which serves military families living on the Hanscom Air Force Base.

Interest in Lincoln Public Schools

Our district’s core values are: excellence and innovation in teaching and learning, respect for every individual, and collaboration and community. We are excited to welcome new staff members who share those values, and who bring a range of prior experiences in education and in life.

As a district, we ensure that applicants are employed, assigned, and promoted without regard to their age, race, religion, sex, gender identity, sexual orientation, active military/veteran status, disability, national origin, pregnancy or pregnancy-related conditions, or housing status. We actively seek applications from a diverse range of candidates who share a common commitment to children and to maintaining a positive and collaborative culture.

You can learn more about the Lincoln Public Schools at https://www.lincnet.org/employment.

Position Type: Full-Time
Job Categories:

Support Staff > Administrative Assistant

Support Staff > Secretary

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Erich Ledebuhr , Principal
• Email: [e-mail]