Administrative Assistant – Elementary School

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
4/23/2026

Location:
Avoca West School

Date Available:
07/30/2026

Closing Date:
06/05/2026
ADMINISTRATIVE ASSISTANT

last reviewed April 20, 2026

CLASSIFICATION: Non-exempt; Full-time, 40 hours/week; 10-month

REPORTS TO: Principal

SUMMARY:

The Administrative Assistant facilitates the efficient and professional operation of the Principal and front office by performing various clerical and administrative tasks.

ESSENTIAL FUNCTIONS:

• Welcomes and manages visitors while enforcing school safety protocols, including screening (e.g. Raptor)
• Answer and transfer phone calls, screening and taking messages when necessary
• Oversees the management of staff absences and utilizes absence management software to coordinate and schedule substitutes
• Provides a range of student support services, including, but not limited to, student attendance, lunch, bus duty
• Manages and processes purchase order requests through our Skyward program
• Coordinates and schedules meetings, travel, conferences, and appointments for the Principal and/or assigned staff
• Maintains the calendars for the building, Principal, and/or designated individuals/departments
• Assists in planning and scheduling school events and activities
• Processes incoming funds, documents, and items at the building level, ensuring accurate handling and timely distribution
• Responds to and resolves inquiries and questions as directed from students, parents/guardians, staff, and administrators
• Execute all written, verbal, mail, and electronic communication, as directed, including internal and external correspondence
• Accurately and confidentially maintains physical and electronic databases and filing systems and student records
• Manages student registration and creates class rosters
• Maintain the confidentiality of students, employees, and other sensitive District information
• Procures and maintains office supplies and coordinates maintenance of office equipment
• Collaborates with other departments to complete some office functions
• Assist in the nurse's office as needed
• Perform occasional off-campus errands

SKILLS/ABILITIES:

• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Proficient in Google Suite (e.g. Word, Excel, PowerPoint) and Google Workspace (e.g. Docs, Sheets, Slides)
• Proficient in student information systems (e.g. PowerSchool)
• Proficient in absence management software (i.e. Frontline, Red Rover)
• Able to use security management software (i.e. Raptor, CrisisGo)
• Ability to work independently and flexibly
• Ability to learn, interpret, and apply policies and procedures
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems

PREFERRED SKILLS:

• Basic visual content design (e.g. Canva, Ideogram)
• Basic social media management
• Bilingual

EDUCATION AND EXPERIENCE:

• High school diploma or equivalent required; Associate's degree preferred
• Three to five years of experience in an administrative role, preferably in an educational setting

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer
• Standing, bending, kneeling, crouching, and walking
• Some lifting, carrying, pushing, and pulling up to 15 lbs.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

COMPENSATION

$21.50-$23.50 per hour, commensurate with skills and years of experience.

BENEFITS

• Paid Time Off: 2 Personal Days + 10 Sick Days
• IMRF Pension
• Medical, Dental, Vision
• Basic Life Insurance
• Flexible Spending Account Plan
• 403b/457b Contribution