Substitute Clerical - School Office Administrator

About the role

The Substitute Clerical position provides high-level administrative and clerical support to the building principal and acts as the central hub of daily school operations. It covers confidential secretarial, clerical and office management functions so that the school office runs efficiently and professionally. The shift length is 8 hours.

Key responsibilities

• Serve as the main point of contact for the school office, screening and responding to inquiries and directing them appropriately.
• Support the principal with calendar management, meeting and appointment scheduling, event coordination and material preparation.
• Draft, format, type, proofread and distribute correspondence, reports, presentations and memos.
• Maintain confidential student, staff and school records in line with district, state and federal regulations (e.g. FERPA), and manage filing systems and databases.
• Track deadlines, projects and reports, and alert administrators and staff to timelines.
• Use district technology systems such as student information systems, HR/payroll platforms and Google/Microsoft applications.
• Prepare requisitions, purchase orders, vouchers and budget documentation, and reconcile petty cash and other funds.
• Monitor office supply inventory, coordinate travel arrangements and handle general office tasks such as mail distribution and visitor reception.
• Support school operations such as HR processes, attendance reporting, enrollment support and special program requirements, and keep postings and communications boards updated.

Required profile

• At least three years of progressively responsible clerical, administrative or secretarial experience, preferably in a school or educational setting.
• High school diploma or equivalent; additional coursework, certification or training in business administration, office management or a related field is preferred.
• Able to drive a motor vehicle and to lift up to 10 pounds occasionally.

Required skills

• Proficiency in mathematics for basic accounting, fund reconciliation and budget documents.
• Working knowledge of office management, recordkeeping and organizational best practices.
• Proficiency in student information systems, HR/payroll software, Google/Microsoft Office applications and databases.
• Strong written and verbal English, attention to detail, ability to work independently and to handle confidential information with discretion.