Building Administrative Assistant

Sylvania; Findlay (OH); On-site; USD 21,000 - 30,000; Full time

Job summary

Findlay City Schools is seeking a Building Administrative Assistant to provide clerical and customer service support in the middle school office, aiding administrators, staff, students, families, and the community while upholding confidentiality and professionalism.

The role involves greeting visitors, handling calls, maintaining attendance, assisting with registrations and records, preparing communications, coordinating substitutes, and supporting meetings and events.

Qualifications

• High school diploma or equivalent required.
• Clear verbal and written communication.
• Strong organizational and interpersonal abilities.
• Ability to maintain confidentiality and professionalism.
• Experience with office software and student information systems preferred.

Responsibilities

• Serve as primary contact for visitors, students, staff, and families.
• Provide clerical and administrative support to building staff.
• Maintain attendance records and assist with communications.
• Answer calls, emails, and other inquiries professionally.
• Assist with student registration, enrollment, and records requests.
• Prepare correspondence, forms, newsletters, and communications.
• Maintain confidential student and staff records.
• Coordinate substitute coverage and assist with absences.
• Support scheduling of meetings and building events.
• Manage office supplies and purchasing.
• Assist with state reporting and testing coordination.
• Support discipline documentation.
• Assist during emergencies per safety procedures.
• Perform other duties as assigned by principal or district
• Any other duties by Building Principal.

Skills

Communication skills

Organizational skills

Interpersonal skills

Attention to detail

confidentiality

Multitasking

Professionalism

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheets

Student information systems

Job description

The Building Administrative Assistant serves as a key support role within the middle school office, providing clerical, organizational, and customer service support to ensure the efficient daily operation of the building. This position supports administrators, staff, students, families, and community members while maintaining confidentiality, professionalism, and a student-centered focus.

Responsibilities:

• Serve as the primary point of contact for visitors, students, staff, and families entering the school office
• Provide clerical and administrative support to building administrators and staff
• Maintain student attendance records and assist with attendance-related communication and reporting
• Answer and direct phone calls, emails, and other communications in a professional manner
• Assist with student registration, enrollment, withdrawals, and records requests
• Prepare correspondence, reports, forms, newsletters, and other building communications
• Maintain accurate student and staff records while ensuring confidentiality
• Coordinate substitute coverage and assist with staff absences as directed
• Support scheduling of meetings, appointments, and building events
• Manage office supplies and assist with purchasing and inventory needs
• Assist with state reporting, testing coordination, and other administrative processes as assigned
• Support student discipline documentation and communication processes
• Provide assistance during emergencies and follow established safety procedures
• Perform other duties as assigned by the building principal or district administration
• Any other duties as assigned by the Building Principal.

Qualifications:

Required:

• High school diploma or equivalent
• Previous clerical or administrative experience
• Ability to communicate clearly and professionally both verbally and in writing
• Strong organizational, communication, and interpersonal skills
• Strong attention to detail and accuracy
• Proficiency with office technology, including word processing, spreadsheets, and student information systems
• Ability to multitask and manage frequent interruptions in a fast-paced environment
• Demonstrated ability to maintain confidentiality
• Ability to maintain professionalism and composure in stressful situations
• Demonstrated ability to build positive relationships with students, staff, and families

Preferred:

• Experience working in a school setting, particularly at the elementary level
• Familiarity with student information systems and attendance tracking
• First aid/CPR certification
• Experience working with children and families

Physical Demands

• Ability to sit, stand, and walk for extended periods of time throughout the workday
• Frequent use of hands and fingers for typing, filing, operating office equipment, and handling paperwork
• Ability to communicate effectively in person and over the telephone
• Ability to occasionally lift, carry, push, or move office materials and supplies weighing up to 25 pounds
• Ability to bend, stoop, reach, and file documents in cabinets or storage areas
• Ability to operate standard office equipment including computers, printers, copiers, and multi-line phone systems
• Ability to maintain focus and productivity in a fast-paced school environment with frequent interruptions
• Specific vision abilities may include close vision, distance vision, and the ability to read written and electronic documents

Working Conditions

• Work is primarily performed in a middle school office environment
• Frequent interaction with students, staff, parents, and community members
• Fast-paced environment with frequent interruptions and changing priorities
• Exposure to noise levels common in a school setting including student traffic, announcements, and office activity
• May require occasional attendance at after-school events, meetings, or activities
• Requires maintaining confidentiality and professionalism in sensitive situations
• Employee may encounter stressful situations involving student, parent, or staff concerns and must respond appropriately
• Work schedule follows the district-approved calendar and assigned contract days

EEO Disclaimer

Findlay City Schools is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and gender identity), disability, age, religion, military status, ancestry, or genetic information (collectively, "Protected Classes"). The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.