Administrative Assistant/Office Secretary

POSITION TITLE: Administrative Assistant/Office Secretary

SALARY RANGE:

CONTRACT LENGTH: 12 Months

POSITION SUMMARY:

Assist and serve families, schools, and the corporation under the supervision of the Enrollment Coordinator. Provide welcoming, accurate support throughout the student enrollment and withdrawal process while maintaining an efficient flow of records, reports, and follow-up communication.

IMMEDIATE SUPERVISOR: Enrollment Coordinator

DUTIES:

• Serve as a primary point of contact for parents, guardians, prospective families, and school staff; respond to telephone, email, and in-person inquiries and facilitate follow-up correspondence.
• Monitor enrollment workflows and pending applications, identify duplicate or inconsistent records, track unresolved items, and refer exceptions to the supervisor.
• Support and advise school-level processing of student enrollment, transfer and registration requests; audit and verify required documentation and communicate next steps for incomplete applications.
• Enter, update, and verify student, parent/guardian, address, and enrollment information in PowerSchool and other approved systems in accordance with SBCSC procedures as well as confidentiality and compliance requirements.
• Coordinate with school secretaries, principals, and district departments to resolve questions, support timely placement, and ensure accurate transfer of information.
• Maintain an efficient flow of enrollment records, reports, and correspondence; organize, route, and track student records and supporting documents.
• Prepare periodic enrollment and placement reports, research statistical data, reconcile records, and assist with meetings, registration periods, and enrollment events.
• Perform other duties as assigned by the supervisor.

QUALIFICATIONS:

Must have a high school diploma or equivalent; or six months to one year related experience and/or training; or equivalent combination of education and experience.

An associate''s degree (A.A.) or equivalent from a two-year college or technical school is preferred. Proficiency in MS Office, Google Docs, PowerSchool, or related databases and software is preferred. Minimum of 3-5 years experience in a school office environment preferred.

Must be able to type and enter data accurately, spell correctly, use proper grammar, maintain accurate orderly records, manage multiple priorities, and deal professionally with students, parents, school staff, and the public. Bilingual candidates are preferred. Skills test may be required.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those required to perform the essential functions of this job. Reasonable accommodations may be made for individuals with disabilities. The employee is regularly required to speak, hear, use hands and fingers, and sit or stand for extended periods; may occasionally bend, kneel, or crouch; must have close vision and the ability to adjust focus; and must be able to push, pull, lift, and carry up to 25 pounds.