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Administrative Assistant - 52 Weeks
Vacancy Details
Title
Administrative Assistant - 52 Weeks
School/Building
Oshkosh West High School
Number of Openings
1
URL
N/A
Close Date (11:59 p.m. Central)
Open until filled
Contact
Name
Rebecca Montour
Title
Principal
Phone
920-424-4090
Position Details
Position Start Date
7/1/2026
Salary/Wage
Starting $23.83 (26-27 Rates TBD)
Terms/Schedule
37.5 Hours/Week - 52 Weeks
Appointment Type
Full Time
Description
Position Summary:
The Administrative Assistant provides clerical, administrative, and organizational support to the high school administration. This role involves managing office tasks, maintaining records, coordinating communications, and providing general assistance to ensure the smooth operation of the school. The Administrative Assistant serves as a key point of contact for staff, students, parents, and the public.
Essential Functions:
Clerical and Administrative Support:
- Answer and direct phone calls, responding to inquiries and messages, and routing calls to appropriate personnel.
- Prepare and distribute correspondence (letters, emails, memos, etc.) to staff, students, and parents as needed.
- Schedule and coordinate meetings, appointments, and events for the principal and school staff.
- Maintain accurate and up-to-date records and files, both physical and electronic, for student, staff, and school-related documents.
- Prepare and process purchase orders for office supplies, materials, and equipment for the school.
- Assist with the creation of reports, schedules, and other administrative documents for school leadership.
- Process mail and packages, distributing them to the appropriate staff or departments.
- Assist with data entry and maintaining databases, including student attendance, schedules, and other pertinent school records.
- Maintain a list of West staff certified in CPR.
Communication and Customer Service:
- Serve as the first point of contact for students, parents, staff, and visitors, providing information, answering questions, and assisting with requests.
- Coordinate communication between the school administration, teachers, parents, and community members.
- Assist with parent and student inquiries, including answering questions about school policies, events, and procedures.
- Maintain the school’s social media and website, posting updates, school news, events, and announcements as directed by administration.
Event and Scheduling Coordination:
- Assist with planning and organizing school events, including parent-teacher conferences, open houses, extracurricular activities, Graduation prep, and school assemblies.
- Support the coordination of student schedules and assist with changes or updates as needed. Run reports, compile data (staffing matrix, enrollment trend data, etc.), enter data for sections, build next year’s master schedule, schedule study halls, homerooms, counselors, lockers, etc. Adding sections as needed.
- Assist in scheduling classrooms, facilities, and resources for school activities, events, and meetings.
- Help prepare and distribute materials for events, meetings, and special programs.
- Coordinate field trips and process through school store.
- Coordinate photo days, including senior class photo
Attendance and Student Records:
- Assist with student attendance tracking, ensuring records are accurate and up to date in the student information system.
- Verify and process student absence notes, doctor’s notes, and late arrivals, ensuring that they are properly documented.
- Maintain student records, including grades, transcript requests, education verifications, schedules, and medical forms, ensuring compliance with confidentiality policies.
- Assist with student registration and enrollment, ensuring all required paperwork and documentation are completed.
- Facilitate the Junior/Senior privilege process.
- Manage the Edficiency program daily for W hour.
- Grading - assist in the grading process, enter grades from UWO and FVTC, set up progress report and report card templates, notify parents/students when ready.
Office Operations & Financial Support:
- Maintain office supplies and equipment, ensuring that necessary items are stocked and functioning properly.
- Process invoices, purchase requisitions, and other financial documentation for school-related expenses and reimbursements.
- Track and maintain inventory of office supplies and equipment, placing orders as needed.
- Assist with managing petty cash or other small financial accounts as directed by the administration.
- General Office and Administrative Duties:
- Help with school-wide administrative tasks, including filing, organizing, and maintaining documents for accreditation or reporting purposes.
- Assist the principal or other administrators with specific administrative tasks and projects as needed.
- Perform general office duties such as photocopying, faxing, and scanning documents.
- Support the school leadership team with special projects and initiatives, including planning for staff professional development or school-wide programs.
- Perform other duties as assigned by the principal or administration to support the operational and educational goals of the school.
Qualifications
Required:
1. Ability to type neatly and accurately from plain copy at a rate of 65 wpm on keyboard.
2. High school diploma.
3. Demonstrated proficiency in English, grammar and usage, effective verbal and written communication skills, spelling and mathematics.
4. Minimum of five years of office experience of which three years shall have been in successful, responsible secretarial work.
5. Thorough knowledge of and experience in current office practices and procedures.
6. Demonstrated ability to interact tactfully, effectively and courteously with staff and others encountered on the job.
7. Ability to staff the position during the hours required within the business day (excluding standard break periods).
8. Ability to maintain accurate and complete records and prepare clear and detailed reports.
9. Advanced computer knowledge and skill in word processing, database, spreadsheets, etc. and ability to master programs such as Skyward.
10. Ability to make reasonable decisions in absence of a supervising administrator.
11. Such other qualifications as the Board may find appropriate and acceptable.
Candidate Requirements
Additional Requirements
- Resume
- Custom Questions
- Transcripts & Licenses/Certifications
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