Fall 2025 Administrative Assistant

Job Title: Administrative Assistant

Reports To: Front Desk Lead

Supervisory: No

Non-exempt

Pay Type: Hourly

Compensation:

• Pay range: $15.50-$16.50/hr.
• Benefits: For employees contracted for 30 hours per week or more, Thomas MacLaren School pays for 100% of the employee's base insurance premiums (Health, Dental, Vision, Long-term and Short-term disability, Accidental Death and Dismemberment insurance, and Life insurance) for the base level coverages. No benefits are provided to employees contracted for less than 30 hours per week.

General Purpose: To provide hospitality and to assist the community and school leadership with administrative tasks

Essential Duties and Responsibilities:

• Processing Daily Attendance
  • Maintain a variety of attendance records, including updating student records in PowerSchool
  • Communicates with parents and staff in person, by telephone, or letter for the purpose of providing a variety of information on attendance issue
  • Contact parents to verify student absences
  • Ensure accuracy of attendance records
  • Run hourly attendance reports and follow-up with instructors that have not taken attendance
  • Write tardy passes or passes to leave class, if necessary
• Provide a welcoming atmosphere serving as MacLaren's receptionist, greeting visitors, students, families and staff with professionalism, patience and friendliness
• Ability to shift quickly between several tasks without loss of continuity
• Provide secretarial and administrative support to faculty and administrative staff
• Provide support in classroom supply needs and setup
• Provide a central point of communication for families and staff
• Assist with Front Desk tasks as assigned by Front Desk Lead as needed (e.g., maintaining inventory of office supplies, volunteer support)
• Act as delegated health staff, if needed
• Maintain cleanliness of adjacent work areas (e.g. waiting area, staff kitchen, etc.)
• Other duties as assigned by the Executive Director

This description is not intended to be an exhaustive list of all responsibilities, skills, or working conditions associated with this job. It is intended to reflect the principal job elements essential for making compensation and employment decisions.

Qualifications:

Required knowledge, skills, and abilities:

Commitment to mission and vision of Thomas MacLaren School

Demonstrated computer and organizational skills

Outstanding verbal and written communication skills

Resourcefulness and attention to details

Eagerness to work with and serve the MacLaren community

Education: High school diploma or better

Experience: Two or more years experience working in and administrative capacity. Experience working in schools with students and families preferred

Physical Requirements of this position include:

WORKING ENVIRONMENT:

SELDOM

OCCASIONAL

FREQUENT

SELDOM

OCCASIONAL

FREQUENT

EXTREME COLD OR HEAT

x

VISUAL ACUITY: Near/Far

x

HEIGHTS

x

HEARING

x

NOISE

x

SPEECH

x

DRIVING

x

EYE/HAND COORDIN.

x

WALKING/Uneven Surfaces

x

TRAVEL:

WORKING ALONE

x

Local

x

WORK WITH OTHERS

x

National

x

MOVING HEAVY ITEMS:

SELDOM

OCCASIONAL

FREQUENT

OPERATING MACHINERY:

LIFTING/LOWERING

Over 30 lb

Over 20 lb

0-20 lb.

COMPUTER

x

LIFTING OVER SHOULDER

Over 30 lb

Over 20 lb

0-20 lb.

COPIER

x

REACHING OVER SHLDER

Over 30 lb

Over 20 lb

0-20 lb.

MOUSE

x

CARRYING

Over 30 lb

Over 20 lb

0-20 lb.

TELEPHONE

x

PUSHING/PULLING

Over 30 lb

Over 20 lb

0-20 lb.

OTHER (please list)

x

PULLING

Over 30 lb

Over 20 lb

0-20 lb.