Job Details

Position Type:
Secretarial/Clerical/Office Secretary

Date Posted:
10/16/2025

Location:
Xavier Charter School

Date Available:
10/30/2025

Closing Date:
Until Filled
Job Description:
Job Title: Office Assistant
Reports To: Registrar
FLSA Status: Non-Exempt

Job Goal
Under the general direction of the Registrar, assist in organizing, developing, and maintaining an
efficient and professional office environment. As directed, produce materials related to program
improvement efforts. Communicate with all district personnel and the public in a manner that
fosters positive rapport, professionalism, and cooperation.

Qualifications

• Minimum Requirements
• High school diploma or equivalent required
• Ability to work independently and as an integral member of a team
• Ability to manage multiple projects simultaneously while maintaining accuracy and
• quality
• Ability to interpret and follow a variety of instructions furnished in written, oral, chart, or
• spreadsheet form
• Ability to interact professionally with students, staff, and the public
• Strong written and oral communication skills, including appropriate English usage,
• grammar, punctuation, spelling, editing, and proofreading
• Proficiency in the use of word processing, spreadsheet, database, and Internet
• applications

Desired Qualifications
Two years of school or district secretarial experience preferred, or a combination of
education and experience deemed acceptable by the Head of Schools

Essential Duties and Responsibilities
(Include, but are not limited to, the following as assigned by the Registrar or Administrative
Team)

• Meet and interact with the public and employees in routine situations requiring tact,
• discretion, and courtesy
• Greet visitors, verify identification, and respond to inquiries in a professional manner
• Provide information and interpretation of policies or procedures related to departmental
• or school activities
• Establish, maintain, and monitor accurate and efficient electronic and manual filing
• systems
• Sort, process, and distribute incoming mail and correspondence appropriately
• Assist with fire and emergency drills
• Adhere to district policy regarding attendance and absences; verify parent and doctor
• notes and investigate discrepancies
• Answer and direct phone calls, provide information, and take messages as needed
• Maintain student medication records; dispense and dispose of medications according to
• procedure
• Assist in organizing and implementing registration responsibilities
• Enter and maintain student data and records in PowerSchool
• Other duties as assigned by Head of Schools or Designee

Physical Requirements

• Ability to perform the essential functions of the position with or without reasonable
• accommodation
• Regularly required to exert 10-25 pounds of force to lift, carry, push, pull, or otherwise
• move objects
• Position involves sitting most of the time but may include walking or standing for
• extended periods
• Additional physical, mental, or emotional requirements will be identified as needed for
• reasonable accommodation

Evaluation
Performance of this position will be evaluated by the Head of Schools in accordance with the
Board's policy for classified employee evaluations.

Conditions of Employment

• Employment is contingent upon Board approval
• Successful completion of a federal background check and all pre-employment requirements

FLSA Status: Non-exempt