Administrative Assistant

Administrative Assistant � Job Description

Reports to: School Principal
Department: School Operations
Location: Horizon Science Academy Saint Paul (HSASP), Minnesota
Employment Type: Full-Time, Non-Exempt

PRIMARY ROLE AND PURPOSE

The Administrative Assistant supports the efficient daily operations of the school office by providing high-quality clerical, organizational, and communication support to the Principal, staff, students, and families. This role ensures the smooth functioning of the front office and contributes to a welcoming, professional school environment aligned with Concept Schools values.

QUALIFICATIONS

Education

• Minimum of a high school diploma or GED required; associate's or bachelor's degree preferred.
   

Skills

• Exceptional keyboarding, word processing, and organizational skills.
   
• Strong communication and interpersonal skills with students, families, staff, and visitors.
   
• Ability to operate a multi-line phone system.
   
• Basic math skills required for clerical accounting support.
   
• Proficiency with personal computers and software applications (Google Workspace, Microsoft Office) to compile spreadsheets, databases, and documents.
   
• Ability to follow written and verbal instructions with strong attention to detail.
   
• Ability to maintain confidentiality at all times.
   

Experience

• School-based or customer-service experience preferred, but not required.
   

RESPONSIBILITIES AND DUTIES

I. Records and Correspondence

• Draft correspondence, memos, forms, and reports for the Principal and assigned staff.
   
• Prepare and organize data needed for state, district, and Concept Schools reporting.
   
• Maintain organized hardcopy and digital filing systems for departmental and school records.
   
• Assist with maintaining and updating student records in designated systems.
   
• Produce mailing lists, labels, and general communications for internal or external use.
   

II. Reception, Communication & Customer Service

• Serve as the first point of contact for the school; greet students, families, and visitors with professionalism and warmth.
   
• Receive and route incoming calls, take clear messages, and transfer callers to appropriate staff.
   
• Manage visitor sign-in procedures and issue visitor passes following school safety protocols.
   
• Provide assistance to staff, students, and the public as needed.
   
• Maintain a clean, organized, and welcoming front office environment.
   

III. Clerical & Office Operations

• Sort, distribute, and manage incoming mail, deliveries, and school documents.
   
• Assist with compiling materials for mailings, including preparing labels, envelopes, flyers, and packets.
   
• Maintain staff rosters, contact lists, calendars, and general office databases.
   
• Support school-wide communication efforts, including newsletters, announcements, and parent notifications.
   
• Coordinate appointment scheduling and assist with travel arrangements for administration when required.
   

IV. Accounting & Administrative Support

• Perform routine clerical bookkeeping tasks, including basic math operations.
   
• Assist with purchase order processing and payment authorization documentation.
   
• Maintain personnel attendance records, leave requests, and related reports; submit required information to central office.
   
• Support inventory tracking for office supplies and assist with ordering materials as needed.
  
   

JOB-RELATED CONDITIONS

• Ability to maintain composure, professionalism, and control in stressful or fast-paced situations.
   
• Ability to manage time effectively despite frequent interruptions.
   
• Extended periods of computer use.
   
• Must m