Administrative Assistant- Washington Village School

Central Vermont Supervisory Union; Vermont; On-site; USD 36,000 - 48,000; Full time

Job summary

Central Vermont Supervisory Union Washington Village School is seeking an Administrative Assistant to support the principal and staff with clerical tasks, scheduling, and records management. The role emphasizes accuracy, organization, and professional communication within a school environment.

You will handle phones, mail, appointments, and basic bookkeeping, maintaining student records and coordinating meetings and events. Immediate start available.

Job description

Administrative Assistant- Washington Village School

Central Vermont Supervisory Union Washington Village School - Washington, Vermont Open in Google Maps

Job Details

Job ID: 5965883

Application Deadline: Posted until filled

Posted: Oct 20, 2026 12:00 AM (UTC)

Starting Date: Immediately

Job Description

Job Title: ADMINISTRATIVE ASSISTANT Reports To: School Principal or Assistant Principal FLSA Status: Non-Exempt JOB SUMMARY: To support the Principal and staff in maintaining a safe, effective, and positive learning environment for students by performing a full range of secretarial/clerical and administrative functions for the principal, faculty, and staff of a district school, including performance of key school administrative tasks. ESSENTIAL DUTIES AND RESPONSIBILITIES: Oversees and carries out various day-to-day school clerical/administrative functions, assuring timeliness of completion and accuracy of information. Perform a wide variety of secretarial/clerical functions for the school to effectively and efficiently serve the needs of the school, principal, faculty and other school constituency: edit, design, type, and proof a wide variety of written materials (correspondence, exams, reports, minutes, forms, records, brochure, etc) from handwritten, taped or typed copy; regular compose routine correspondence; order and maintain office supplies equipment; order and distribute books; maintain appointment calendars; screen, sort and distribute incoming mail; prepare outgoing mail; photocopy, collate and distribute materials; arrange meetings; make travel arrangements; take minutes of meetings; process various incoming and outgoing documents; and the like. Maintain a positive image of school while performing key school reception functions. Politely and courteously answer phones and greet visitors; effectively screen and assist calls/visitors; take messages; make appointments; take standard information for administrative or other purposes; distribute a variety of written information; distribute , collect and assist with completion of forms. Place calls as requested. Scheduling building use, and maintaining the school calendar and website. Organize and maintain a variety of general and specialized school files and records, both manual and computerized. Performs a variety of tasks related to the development and maintenance of computerized departmental records using personal computer: design and basic programing of appropriate database, spreadsheets, and data management/reporting systems using various PC software; initial database; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports. Develop and maintain various logs and other manual recordkeeping systems related to assigned functions. Compiles a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by Principal or other staff members. Perform various bookkeeping functions: initiate and process financial documents related to operating budgets or special accounts; balance school checkbook; monitor financial activity; organize and maintain financial records; prepare related reports. Perform a variety of basic liaison function with students, faculty, staff, parents, or other school constituency: explain policies/procedures; answer various questions about school policies, procedures, fees, schedules, events, services, programs, and the like; coordinate services/assistance; assist with registration; help with sick students; handle special requests or problems, routing to senior staff members as appropriate; and the like. Prepare and process timely and accurate personnel/payroll records and forms. Confer regularly with the Principal, faculty, staff, district personnel, and/or various firms/organizations/individuals outside the District to plan and coordinate activities, exchange information, resolve problems, and the like. Serve as a member of the school’s Emergency Team and Safety and Health Committee to help assure students and staff safety. Train and oversee the work of junior staff members, volunteers, substitutes or other assistants. Run errands as requested: bank deposit, pick up interoffice mail, post-office, pick up needed supplies and materials. Additional Responsibilities of Administrative Assistant at the Elementary and Middle School Buildings Coordinate, initiate, prepare, complete process, and/or monitor a variety of forms, records, schedules, reports, and other documents related to students records, ensuring timely and accurate completion, review and mailing of documents. Follow up with department/district personnel, students, parents, and/or individuals outside of the district to assure timely and accurate completion of such information. Handles all PreK-8th Grade student registrations Maintains student information systems (SIS) Maintains all meals applications including doing the meals verification for the district Maintains all student forms: Acceptable Use Policies, General Registration Forms, Verification of Residency, Computer Technology & Internet Use Agreement, Annual Transportation Information, In District Field Trip Permission, Picture/Video Publication Permission, Request & Authorization for Release of Student Information, Permission for Release of Directory Information, Vermont Migrant Education Program, VT AOE Primary/Home Language Survey, Free & Reduced Price School Meals, Student Accident Insurance, Tuition Vouchers Communicate with other schools regarding new students and their history Maintains all student permanent records Participates in the collection of Student Census data Track and record mailings and return receipt for all students records distributed Request student records from receiving schools for student transfers. Check and convert/integrate grades and course to be consistent with our school grading system and other related policies/procedures Gather records and prepare mailings for students transferring to another school Distribute and collect Progress Reports and grade Reports Rosters from each teachers; and coordinate the mailings of progress reports and report cards to both custodial and non-custodial parents Assist with the development of an annual course of studies offered at the high school: develop and prepare the layout of updated materials submitted by teachers, proofread documents and prepare for final printing. OTHER PROFESSIONAL RESPONSIBILITIES: Train, assist, and occasionally direct co-workers, substitutes and volunteers. Administers minor first aid and limited health care for students, as needed, to address the immediate medical needs of students. Monitors students referred to the school office for disciplinary action and/or illness to provide supervision and ensure safety. Oversees assigned substitutes to provide support and efficient operations. Presents information on administrative procedures, services, regulations, etc. to train other personnel. Trains new personnel (e.g. permanent staff, substitutes, student workers, etc.) and the public to ensure their understanding of established policies and procedures. Actively participates in assisting and supporting other staff and administrators in the school and/or district. Shows professionalism and considers \