School Administrative Assistant

Position Title: Administrative Assistant Reports To: School Executive Director , Principal & Vice Principal Access Level: Admin Assistant/Secretary (MySchoolSask - MSS, Edsby, School Portal ) ​Position Purpose ​The Administrative Assistant provides routine clerical, secretarial, and operational support to the school. This position operates strictly under the direction of the Executive Director, Principal and Vice Principal to maintain accurate student records, handle front-desk inquiries, and assist with daily administrative workflows. ​Key Responsibilities & Operational Scope ​ 1. Front Desk & Daily Clerical Operations Serve as the primary point of contact for routine office inquiries, incoming phone calls, and visitor check-ins. Welcome students, parents, staff, and visitors in a professional and courteous manner. Process incoming and outgoing mail, manage office supplies, and maintain organized filing systems. Schedule appointments, meetings, and office activities as directed. Assist with preparation, photocopying, scanning, and distribution of school correspondence and documentation. Maintain reception and office areas in a professional and organized manner. Provide professional, respectful, and neutral communication to parents, staff, and visitors at all times. ​ 2. System Access & Data Entry (Secretary Level) MySchoolSask(MSS), Edsby & School Portal: Perform routine data entry, update student profiles, enter attendance records, and distribute standard school communications using Secretary-level access. Maintain student files and records in accordance with school policies and privacy legislation. Ensure accuracy and completeness of student and family information. Maintain strict confidentiality regarding student records, family information, personnel matters, and internal administrative files. Execute system tasks strictly as directed by the Principal, Vice Principal, or Executive Director. Report data discrepancies or system issues to leadership for review and resolution. 3. Student Attendance & Records Management Record daily student absences, tardiness, and attendance-related communications. Contact parents or guardians regarding attendance matters as directed. Prepare enrollment packages and registration documentation for review. Maintain accurate cumulative student records and filing systems. Process student transfers, withdrawals, and record requests as directed. Assist in preparing reports and summaries related to enrollment, attendance, and student information. 4. Communication & Family Support Assist with the preparation and distribution of newsletters, notices, forms, and school communications. Respond to routine parent inquiries or direct inquiries to the appropriate staff member. Support parent registration, student admissions, and orientation processes. Maintain mailing lists, contact information, and communication databases. Assist families with navigating school communication platforms and basic system access questions. 5. Financial & Administrative Support Receive and process school fee payments, donations, and other approved transactions in accordance with established procedures. Issue receipts and maintain accurate transaction records. Assist with invoice processing, purchase requests, and expense tracking as directed. Support inventory management for office and school supplies. Prepare documentation and administrative records for audits or reviews when required. 6. Event & Program Support Assist with the administrative coordination of school events, meetings, parent-teacher conferences, and special programs. Support room bookings, scheduling, and logistical arrangements. Prepare registration materials, sign-in sheets, and communication packages for school events. Coordinate volunteer documentation and records as directed. 7. Health, Safety & Compliance Maintain emergency contact records and student medical information as assigned. Assist with incident documentation and reporting procedures. Support comp…

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