Administrative Assistant Middle School Wellness Center

HASTINGS INDEPENDENT SCHOOL DISTRICT 200; Hastings (MN); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading school district is seeking an Administrative Assistant for the Middle School Counseling Office. The role involves providing customer service and administrative support, assisting students and families, and maintaining student records. Ideal candidates will have a High School Diploma and experience in a fast-paced office environment.

Qualifications

• Minimum of 1-3 years of experience in an administrative support role.
• Familiarity with general office productivity software and school administrative systems.
• Strong ability to maintain cooperative relationships with students and staff.

Responsibilities

• Handles customer relations and receptionist functions for the Counseling Office.
• Assists with student enrollment and scheduling activities.
• Provides administrative support to counseling staff, including maintaining student records.

Skills

Customer service

Office etiquette

Communication

Record keeping

Attention to detail

Education

High School Diploma

Tools

Infinite Campus

Schoology

Microsoft Excel

Word processing software

Job description

Administrative Assistant – Middle School Counseling Office JobID: 2049

• Position Type:
  Non-Instructional Support Staff/ Secretary
  
  
• Date Posted:
  6/4/2025
  
  
• Location:
  Hastings Middle School
  
  

Position Type:
Non-Instructional Support Staff/ Secretary

Date Posted:
6/4/2025

Location:
Hastings Middle School

Job Title: Administrative Assistant – MS Counseling Office Exempt Status: Non-Exempt
Classification Title: Administrative Assistant Department: MS Counseling Office
Last Classification Review: May 2025 Reports To: MS School Principal
Classification: 6

Compensation and Benefits in Accordance with theSecretary (HESA) Contract

Job Summary:
Under the direction of the MS School Principal, the Administrative Assistant – MS Counseling Office is responsible for performing customer relations and receptionist functions for the Counseling Office and for providing general administrative support functions, as delegated. Duties include assisting staff, parents and students seeking assistance from the Counseling Office; provides administrative support functions for the Counseling staff; performing maintenance and updates to all 5-8 student cumulative folders; making arranges for and scheduling staff meetings or student groups; processing PSEO and Independent Study forms and records; and performing other assisting tasks, as delegated.

Essential duties outlined below are intended as “representative” examples of the level, nature and decision making expected of positions assigned to this classification. The duties below are not intended to be a comprehensive listing of all duties and tasks performed by the employees assigned to this classification.

Supervisory Responsibilities:

Direct Supervision: None
Indirect Supervision: None

Essential Duties and Responsibilities:

• Performs general customer service and receptionist duties and responsibilities to include such tasks as:

Greets students coming to the office. Assists them with scheduling issues, locker issues, and/or appointments with counselors.

Responds to parental questions, issues and concerns and assures confidentiality issues are adhered too.

Provides backup support for the Welcome Center, as needed. Check and scan parents in for badges. Sends passes to students and/or provides assistance with attendance duties.

• Sets up Counselor appointments with students. Monitors and tracks students coming to the Counselor’s Office. Schedules conference rooms for counselor group meetings. Sends passes to students attending group meetings.
• Assists teachers in inputting grades into student information system. Runs grade reports, set up report cards for parent portal, posts honor rolls and transcripts at year end.
• Performs duties involved in enrolling and withdrawing students.

Assists students and parents in the enrollment process and procedures.

Informs staff of new students enrolling.

Gives tours to families, as indicated.

Obtains student records from prior school.

Assists counselors in making sure a student has a schedule, locker information, Infinite Campus and Schoology accounts properly set up.

Updates current student grades from teachers when students are withdrawing and attending a new school.

Works collaboratively to withdraw students from student system and provides records to new school

• Sets up parents in student system and other school technology accounts
• Assists parents in making arrangements for interpreters for school related events.
• Performs other duties of a comparable level or type, as required.

Serves as a backup to the Registrar, as needed.

Assists students, walk-ins, phone answering, and fill in as a substitute, when needed

Minimum Qualifications:

Requires a minimum of a High School Diploma and 1-3 years prior experience required; or an equivalent combination of education/experience necessary to perform the work.

Knowledge, Skills and Abilities:

• Knowledge of general phone systems and general office equipment, procedures and practices.

• Knowledge and skilled in office etiquette and customer service procedures and routines.
• Enrollment/withdrawal processes and procedures.
• Knowledge of general record keeping maintenance routines pertaining to student academic records, transcripts and student information.
• Fundamentals of computer operation and use.
• Familiarity with general office productivity software (i.e. word processing, spreadsheet, internet browsers, email programs, etc.) and specialized programs utilized by district (i.e. Infinite Campus, Schoology, etc.).
• Ability to apply district and department and/or building specific procedures, policies, operational routines pertaining to assigned areas of responsibility.
• Knowledge of school practices, policies, and administrative guidelines.
• Understanding of the fundamentals and basics of recordkeeping pertaining to cum folder maintenance.
• Ability to build relationships and work effectively with students.
• Basic math skills needed to add, subtract, multiple and divide units of measure using whole numbers, fractions and/or decimals.
• Customer service, business etiquette, and human relation skills in assisting, screening, handling and dealing with informational requests of district staff, parents, and other district personnel.
• Ability to maintain cooperative working relationships with district employees.
• Demonstrated Following oral and written instructions.
• Ability to apply and use word processing applications, spreadsheet applications and database applications (e.g. Excel, Word, Infinite Campus, etc.).
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
• Ability to accurately maintain student academic records, grades, honor rolls, transcripts, etc.
• Ability to prioritize job assignments and perform work assignments requiring attention to detail, precision and accuracy.
• Ability to assist counselors in handling student enrollment, student class registrations, schedules, locker assignments, student accounts, and/or course changes.
  

Work Environment:

This is an administrative support position performing job duties and assignments in a typical district office environment where there are a minimum of environmental hazards and risks associated with performing the job.

Physical Job Requirements:
Employee is continuously required to uses hands to finger, handle or feel, talk and hear; frequently walks and sits; intermittently reaches with hands and arms, stands, stoops, kneels and/or crouches. Exerting up to 25 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body.





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Postings current as of 6/13/2025 8:00:05 PM CST.

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