School Receptionist and Communications Assistant

Swallow School District

The Swallow School District is a nationally award-winning 4K-8th grade school district located in Hartland, Wisconsin. Swallow School began as School District #2 in the Warren Township on January 1, 1844 in a frame building across what is now County Road E at the Four Winds Farm. Due to fire, the original building was replaced by a brick building in 1894, which serves today as a classroom and the symbol of our district. Since the district’s formation by local residents who greatly valued education before Wisconsin was even a state, the tradition of excellence and strong community support has allowed the district to flourish and become a destination for families and staff members alike.

Today the Swallow School District, a public school system, provides a four-year-old kindergarten through eighth grade education for approximately 530 students who reside in and around Hartland. Swallow students consistently perform in the highest percentiles on state tests with nearly 100% of graduating 8th graders exceeding college and career readiness standards. Overall district performance is among the top in the state of Wisconsin and nation annually as evidenced by a 2016 National Blue Ribbon in the Closing the Gaps Category in addition to designations at the state level as both a high achievement and high progress school.

Learning is personalized for students at Swallow through unique educational experiences that strive to meet the mission of inspiring each other to achieve excellence as self-directed, problem-solving, responsible, lifelong learners. Small class sizes and the structure of the school allow students to be well known and understood as people and learners by all staff members.

Swallow’s four values of Respect, Responsibility, Honesty and Compassion are visible daily in the halls, classrooms and on the playground. With support from peers, parents and staff members, there is a focus on each student cultivating self-awareness, strong values and standards for themselves, as well as showcasing responsible citizenship within the broader community.

Position Details

School Receptionist and Communications Assistant
Southeast Wisconsin
Hartland, WI

The Swallow School District is seeking a new team member to serve as a school receptionist and communications/marketing specialist. This is a part time position which will include work on two-three days per week as determined upon hire from 7:15am-3:45pm during the school year. This position reports once per week during the summer when school is not in session. The ideal candidate enjoys working with children and thrives in a very fast-paced office environment where customer service is paramount. Additionally, someone with a proven record in communications and marketing to assist in taking district communications and marketing efforts to the next level is strongly desired. 


The School Receptionist/ Communications Specialist position has critical responsibilities to support the daily operations of the school and district and in support of communications with all stakeholders. Although there are specific duties listed in this position description, this staff member is expected to operate as a member of the office team and perform whatever tasks are necessary, stated or otherwise, to assure the efficient and effective operation of the Swallow School District.


The duties described below are indicative of what the School Receptionist/ Communications Specialist may be asked to perform. Other duties may be assigned.

  • Maintain confidentiality and professionalism both in and outside of the workplace 
  • To provide secretarial and administrative support to the Principal, Administration and staff in the building 
  • Provide support to students and parents 
  • Act as the liaison for the District with the staff, students, parents, as well as members of the Board of Education, and community members 
  • Lead communications and marketing efforts for the school district. 

Administration of School Activities:

Performs general administrative assistant functions such as:

  • Creates and distributes correspondence, informational materials, calendar of school activities, newsletters, school mailings, etc. 
  • Coordinates major administrative activities such as the new school year activities, registration, new staff orientations and activities, parent-teacher conferences, open houses, Kindergarten sign-up, graduation and awards ceremonies 
  • Keeps abreast of all applicable federal, state, DPI, and requirements and laws. 
  • Coordinates, inputs and maintains all data related to student and/or school records 
  • Receives, sorts and distributes incoming office mail and communicates information to appropriate staff. 
  • Serves as back-up to School Nurse. 

Budget and Personnel Matters:

  • Establishes and maintains filing systems. 
  • Uses software to arrange substitutes for absent staff and assists in orienting substitutes when they arrive for their assignments 
  • Communicate staff attendance issues to administrative and bookkeeping staff 
  • Coordinate substitute teacher arrangement and plans 
  • Types purchase orders and orders supplies as necessary for the Principal and office 
  • Manages the distribution of keys and keycards to staff 

Record Keeper:

  • Coordinate all aspects of student attendance
  • Compile homework for absent students Assists in the development and maintenance of student academic data and records 
  • Maintains and updates parent email list 
  • Shares and coordinates bus route information with Dousman Transport 
  • Assists with creation of master schedule and teacher schedules  

Communications/Marketing Specialist:

  • Process yearly calendar of all School events 
  • Organize and maintain building calendar in Google 
  • Collate parent and staff directories
  • Publications: 
  • Assist with copy development and layout for all electronic and print mailings twice per year 
  • Assist with copy development and updates to district website 
  • Help manage district social media 
  • Write for district publications, press releases, and promotional materials 
  • Provide support in marketing the school district to the greater community 


To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required at the time of hire or for the continuation of employment.


  • Associate's degree (A.A.) or equivalent from two-year college or technical school; or a minimum of four years related experience and/or training; or equivalent combination of education and experience is preferred.
  • Prior Administrative Assistant experience (three to five years) working with public contact preferred.
  • Experienced in Microsoft Office products including Excel, Word, PowerPoint, as well as a desktop publishing program and Google.
  • Prefer prior knowledge of and skills to use relational databases (i.e., Microsoft Access, or other) for student or financial management and Student Information Systems.
  • Proficiency in use of Internet, E-Mail, and web development and maintenance software.


  • Word Processing, written and oral communication skills, project management skills. Ability to create visually appealing documents. 
  • Ability to work effectively, collaboratively and positively with administrators, staff, students, Board of Education, vendors and general public. 
  • Ability to maintain a sense of humor and use a positive, caring, supportive approach while working with a variety of people. 
  • Ability to plan, gather, and organize materials to be used by multiple audiences. 
  • Ability to use effective time management, problem-solving, and multi-tasking skills. 
  • Ability to prioritize and complete projects without direction. 
  • Ability to handle multiple priorities in potentially stressful situations. 
  • Ability to maintain confidentiality of District/school and personnel information. 
  • Ability to maintain self-control and handle complaints and requests for information in an effective, positive and efficient manner. 


  • Student-centered 
  • Team oriented 
  • Open communication – honest, trustworthy 
  • Committed to excellence 
  • Flexible 
  • Positive 
  • Friendly

This is a 20-hours per week (on average) position during the school year. The rate of pay will be between $18-19/hour depending on skillset. Due to the part-time nature of the position, there are no benefits available until three years of service to the district at which time there is a retirement account match of up to a 14% total annual contribution.

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