School Office & Scheduling Coordinator

South Washington County Schools; Town of Cottage Grove (WI); On-site; USD 23,000 - 33,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Long-term disability

Flexible spending accounts

Employee Assistance Program

Retirement plans

Job summary

South Washington County Schools seeks an Administrative Assistant in Guidance at Oltman Middle School. The role supports counselors, students, staff and families with clerical tasks in a fast-paced office environment.

Responsibilities include calendar management, data entry, transcripts, enrollment, and coordination of student information, while ensuring confidentiality and equitable treatment of all students and staff.

Qualifications

• Excellent customer service skills in person and on the phone.
• Proven organizational skills with strong attention to detail and ability to multi-task.
• Excellent written and verbal communication skills.
• General clerical skills including Excel, Word, Infinite Campus, Outlook.

Responsibilities

• Provide clerical support to counselors, students, staff, and parents in a timely manner.
• Manage calendar/schedule for supervisor and assist with data entry, copying, and filing.
• Maintain confidentiality and data privacy for employees and students.
• Assist with student registration, scheduling, transcripts, and health records.
• Provide public relations support for students, parents, and partners.

Skills

Customer service

Organizational skills

Written and verbal communication

Multi-tasking

Attention to detail

People skills

Education

High school diploma or equivalent

Tools

Excel

Word

Infinite Campus

Outlook

Job description

Hours per Day

Position Administrative Assistant - GuidanceLocation Oltman Middle SchoolHours per Day

Start and End Times8 hours per day

7:00 a.m. - 3:30 p.m. with ½ hour unpaid lunchStarting Pay $20.58 per hour (Step 1)Anticipated Start Date 09/21/2026Available for BiddingAugust 13th, 2026 to August 17th, 2026 @ 4:00 pmCalendar-Classification 10 Month - Class 5TestingInternal Office Professional candidates must have passed the qualifying testing PRIOR to bidding. Successful candidates must have a qualifying score in each of the following testing areas to be considered for the position: Microsoft Word, Microsoft Excel, Basic Office Skills and Following Written Instructions.

Benefits:

SoWashCo Schools offers a comprehensive benefits program designed to support our employees. Our benefits include medical, dental, and vision insurance, as well as life insurance, supplemental life insurance, dependent life insurance, and long-term disability coverage. We also offer voluntary plans such as accident, critical illness, hospital indemnity, and identity protection, along with flexible spending accounts, an Employee Assistance Program (EAP), and retirement plans. These benefits reflect our commitment to supporting your health and well-being.

Visit our benefits page for more detailed information.

POSITION SUMMARY:

The primary responsibility of this position is to provide a wide variety of clerical support to the counselors, students, building staff, and parents/guardians in a timely manner.

PRIMARY JOB FUNCTIONS:

General Office Functions:

• Assist students, staff, and parents, including: greet people entering the office; assist with directions, information, provide positive and friendly customer service in person and over the telephone. Remain cheerful, calm and professional in all situations
• Provide clerical support, which may include:
• Calendar and schedule maintenance for supervisor
• Correspondence/flyer distribution/spreadsheets using Word and Excel
• Data entry
• Copying
• Infinite Campus support
• Filing
• Maintain confidentiality and data privacy for employees and students.
• Treat students and staff with fairness and equity. Understands and supports students and staff with varying cultural, ethnic, sexual orientation, religious, and/or language backgrounds.
• Other duties as assigned.
  

Department Specific Job Functions may include:

• Provide coverage for Office Coordinator and/or other clerical staff, as needed, including: coverage for lunch and breaks, assist during busy times as necessary.
• Answer incoming phone calls for counselors and/or school psychologist.
• Assist with student scheduling: sections, enrollment, withdrawal.
• Set up master scheduling options and parameters for scheduler, loads course requests by grade level, pre-loads students in specific courses, and fills open periods with predetermined classes as requested.
• Maintain, distribute, and account for standardized tests.
• Process transcripts.
• Assist students, staff, and parents with college application material and process transcripts and health records.
• Assist students, staff, and parents with scholarship information.
• Update student grades: enter from various sources, change as directed
• Perform calendar and/or schedule maintenance for supervisor/department.
• Update announcements and other information using multiple methods
• Provide callers and staff with District building phone directory numbers
• Collect, maintain, and verify student information
• Provide enrollment services for new students; notifying appropriate schools; communicating with other departments
• Process student transfers and provide information to appropriate departments to assure smooth and timely transfers
• Maintain student records in accordance with district and state requirements and process all requests for student records
• Perform student schedule maintenance services to secondary schools as required
• Provide public relations services for all students, parents, and partners
• Process all student changes for building under the direction of counselors and principals.
• Assist with registration and scheduling of new students.
• Process student withdrawals and forward records to appropriate stakeholder
• Process all transcript requests, scholarship materials, and maintain student grades
• Coordinate grade reporting and processing with Student Information
• Process college applications, vocational applications, ACT and SAT test packets
  
  

JOB SPECIFICATIONS (EDUCATION, LICENSE, EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Required:

• High school diploma or equivalent for all new hires after July 1, 2006.
• Skills assessment in accordance with established OPEIU testing process.
• Actively participates in district-sponsored training when offered.
• Excellent customer service skills in person and on the phone.
• Proven organizational skills with strong attention to detail and ability to multi-task.
• Excellent written and verbal communication skills.
• General clerical skills that include working knowledge of Excel, Word, Infinite Campus, Outlook
• Basic accounting skills.
• Prompt, regular and reliable attendance.
• Communicates with students, parents, co-workers, supervisors, and the community in a positive and responsive way that is consistently welcoming and enhances effective work relationships.
• Demonstrates an appreciation of diversity in all interactions and job functions.
• No written reprimand or higher within the past 12 months.
• Not on a Performance Improvement Plan (e.g. Job Target and/or Plan of Assistance)
  
  

Desired:

• Demonstrable proficiency in mail merge and label creation.
• Demonstrable skill and proficiency using any data base (Access preferred).
• Multi-line phone system experience.
• Experience in a school setting.
• Experience with Infinite Campus.
  
  

EQUAL OPPORTUNITY EMPLOYER