Administrative Assistant II - ES Principal

Job Title: Admin. Assistant II - ES or MS Principal

Wage/Hour Status: Non-Exempt

Reports to: Campus Principal

Pay Grade: Clerical/Technical 4

Dept./School: Assigned Campus

Work Calendar: 226 Days

Date Revised: 05/26/2023

Primary Purpose:

Under moderate supervision, organize and manage the routine work activities of a campus administrative office, and provide clerical support for a school's administrative staff.

Qualifications:

Education/Certification:

High school diploma or equivalent

Associate's degree preferred

Special Knowledge/Skills:

Bilingual preferred

Strong organizational, communication, customer service, and interpersonal skills

Ability to work as a member of a team, maintain a positive office environment, and exemplify professionalism

Ability to follow oral and written instructions.

Ability to work in a multi-task environment with frequent interruptions and complete detailed assignments

Ability to use computers and software, including word processing, databases, and spreadsheets

Knowledge of basic accounting principles

Ability to set priorities and assist in meeting deadlines

Experience:

Three to five years' clerical/secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, forms, schedules, presentations, and/or reports as needed.
2. Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested.
3. Maintain a daily teacher attendance log and records for substitute teachers.
4. Monitor and process personnel time records including leave requests and reports. Compile this information and submit to central office according to established deadlines.
5. Maintain school calendar of events.
6. Coordinate printing and dissemination of all forms and guidelines for beginning of school for both staff members and students.

Reception and Phones

1. Assist students, teachers, and parents as needed.
2. Receive incoming calls, take reliable messages, and route to appropriate staff.

Files

1. Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication. Prepare new files for upcoming school year and organize past records for storage.
2. Update handbooks, policy manuals, and other documents as assigned.

Accounting and Inventory

1. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
2. Prepare and process purchase orders.
3. Receive, store, and issue supplies and equipment.
4. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s).
5. Assist with coordination of faculty meetings and campus activities. Notify/remind committee members of various meetings, i.e., SIT, Leadership Teams, Grade Level, and other meetings as called.
6. Assist with campus budget preparation.
7. Maintain inventory of fixed assets, equipment, and supplies.

Other

1. As assigned, coordinate the acquisition of campus substitute teachers and aides; assist campus staff in working with computerized sub management program; assist substitutes in acclimating to the campus.
2. Sort, distribute, or deliver mail and other documents.
3. Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.
4. Maintain confidentiality regarding student and coworker information and as required by FERPA.

Supervisory Responsibilities:

Monitor the work of campus secretaries and clerical aides.

Equipment Used:

Personal computer, printer, multi-line phone system, copier, fax machine, and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress. Work with frequent interruptions. Repetitive hand motions, prolonged use of computer.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.