ADMINISTRATIVE ASSISTANT TO SCHOOL PRINCIPAL

Job Title: Administrative Assistant to Principal
Wage/Hour Status: Non-Exempt

Reports to: Campus Principal

Pay Grade: Clerical Pay 5

Dept. /School: Campus

Days: 227

Supervises:
Primary Purpose: To ensure efficient operation of the campus administrative office and provide clerical services for the campus administrative staff.
Qualifications:

Education/Certification:
•  High School Diploma or GED Special Knowledge Skills:
•  Knowledge in District purchasing procedures-familiarity with quotes, bids, approved vendors and discounts that are available through each vendor and how to enter in MUNIS appropriately.
•  Knowledge in procedures for transportation trip requests.
•  Thorough working knowledge of SmartFind Express to be assigned campus administrator.
•  Thorough working knowledge of Employee Access and leave policies to be assigned campus approver.
•  Thorough working knowledge of KRONOS system to be assigned campus administrator.
•  Knowledge of end of year awards assembly processes, medals, reception, etc.
•  Knowledge of Radios/chargers, Classroom Phones, Alarms/Bells, overhead speakers.
•  Knowledge on key inventory.
•  Knowledge of building uses policies and overtime for attending custodians.
•  Trustworthiness to be approved check signer for activity fund. Experience:
•  Proficient typing, word processing, file maintenance skills.
•  Effective organizational, communication, and interpersonal skills.
•  Ability to use computer and software to develop spreadsheets, databases and do word processing.
•  Knowledge of basic accounting principles.
•  Skill and experience in all office procedures.
•  Knowledge of classroom equipment-document camera, projector
•  Working knowledge of copiers and troubleshooting.
•  Flexibility and skill in prioritizing tasks.
•  Initiative to make necessary minor decisions or major decisions with assistance from administrators.
•  Detailed oriented.
•  Solution oriented-exceptional problem solving skills.
•  Ability to remain calm and think clearly under pressure & maintain composure under stress.
•  Deal effectively with complaints.
•  Initiative to keep up with changing and new knowledge and processes. Major Responsibilities and Duties:
•   Principal
•  Provide clerical & technical support as needed.
•  Handle correspondence for principal and assistant principals.
•  Answer/screen all calls directed to principal.
•  Open and Process mail for principal.
•  Filing all leave forms, employee information and budget information.
•  Serve as campus notary public.
•  Give direction and information to visitors and students.
•  See that messages are delivered;
•   Purchasing
•  Maintain a list of office supplies to be restocked & other instructional items such as planners, scantron, etc.
•  Enter requisitions for orders to be placed.
•  Maintaining physical log of campus accounts.
•  Maintaining a computerized log of campus accounts to balance with general ledger reports sent monthly.
•  Enter request for new budget into MUNIS with principal approval.
•  Having current working knowledge and updated information on policy changes regarding purchasing, accounting and finance, as needed.
•  Process list of items that faculty/staff (80-100 faculty/staff members) would like purchased.
•  Research vendors and discounts.
•  Review accounts for available balances for requested purchases (70+ accounts).
•  Follow up on receiving purchased items.
•  Receive incoming items and distribute accordingly ensuring accuracy-several times weekly.
•  Research lost or misplaced incoming purchases.
•  Balancing accounts with general ledger and reporting balances to principal on a regular basis.
•  Transfer funds as needed to cover unusual expenditures.
•  Request creation of new accounts (ex: student travel accounts).
•   Employee Access
•  Prepare monthly payroll report signed by principal.
•  Enter faculty/staff leave in Employee Access.
•  Balance leave with SmartFind Express for weekly employee report.
•  Monitor leave balances and keep principal informed of decreasing balances.
•  Be assigned approver of all faculty/staff leave-ensuring matching of information on sub finder.
•  Provide weekly report of absences for faculty/staff to review and sign.
•  Research and correct any disputes on leave and be liaison for payroll on issues;
•   Subs
•  System administrator for sub-finder troubleshoot with system issues or questions.
•  Enter leave for faculty/staff when requested to ensure coverage (24 hour call).
•  Enter vacancy coverage and assigned sub.
•  Find coverage as needed for uncovered classes or class periods by asking teachers to cover on their conference periods or to split classes w/assistance from AP.
•  Provide dept. chairs daily spreadsheet for coverage/lack of coverage.
•  Greet incoming substitutes daily and maintain a positive relationship with them by checking how their day went & collecting shutdown checklist.
•  Prepare & maintaining sub folders with bell schedule, updated phone extension list, lock down procedures.
•  Prepare monthly payroll report ensuring accuracy for pay.
•   Key Inventory
•  Maintaining key inventory-checking in and out of keys.
•  Researching unknown keys for cabinets, etc.
•  Requesting needed keys-new or replace misplaced/lost, Coordinate with District key person.
•   Technology: Projectors/Document Cameras, etc.
•  Coordinate maintenance/purchase of equipment.
•  Have working knowledge of current bids and quotes on technological items.
•  Enter work orders to for technician to come to our campus to repair.
•  Accept requests from faculty/staff for new equipment-make purchase if approved.
•  Maintain inventory of classroom equipment such as document cameras, projectors, etc.
•   Radios
•  Maintain radio inventory.
•  Contact for service.
•  Check out radios for morning and afternoon duty and any other duty as necessary.
•  Coordinate usage with campus office and principal.
•   Phones
•  Providing information on phone training/usage for new teachers.
•  Enter work orders for problems with phones.
•  Be liaison for phone issues between technology dept. and campus.
•   KRONOS
•  Prepare weekly timesheet for paraprofessional staff including aides, clerks, and part-time employees.
•  Monitor daily punches.
•  Prepare KRONOS adjustment forms for any missed or incorrect punches.
•  Enter any leave requested by paraprofessional staff.
•  Monitor comp time balances for principal.
•  Provide monthly report to principal and/or staff of comp time balance.
•  Coordinate time off for paraprofessionals who go over the allowed 24 hours.
•   PAYROLL
•  Prepare Monthly payroll for all fulltime employees, part time employees, early morning duty teacher, after school detention teacher and substitute employees.
•   Community
•  Be liaison between community and principal, for example, sports teams requesting use of field and/or gyms.
•  Send thank you notes to donors of food, flowers, etc.
•  Providing guidance to technicians and other visitors.
•  Be liaison for faculty/booster clubs and administration-end of year reports, New Year info, etc.
•  Distribute checks (reimbursement or travel) as needed.
•  Sort and distribute faculty mail as needed.
•  Custodial/Maintenance: Coordinate with custodians/maintenance person for broken desks, a/c or heater issues, delivery of purchased items, restocking paper inventory in workroom and office, requested cleaning, accidents to clean up.
•  Coordinate building use by providing a monthly calendar to campus custodial and maintenance staff.
•   Beginning of year
•  Collect new teacher's information and order name plates for new teachers.
•  Create new folders for new employees & store resigning/transferred personnel.
•  Create lists: updated phone extension list, updated sign in lists, updated room assignment lists, updated subject assignment lists.
•  Provide training info on Employee Access.
•  Provide training info on sub finder.
•  Update with the sub office new teachers and resigned/retired/transferred teachers.
•  Update employee information forms including emergency medical information.
•  Prepare/provide applicant information for vacancies and interviews.
•  Update with Data & PEIMS services resigning/transferring/retiring faculty/staff in KRONOS & Employee Access.
•   End of year
•  Coordinating events: Retirement/transfer celebrations.
•  Prepare campus invitations.
•  Prepare and mail special invitations.
•  Pickup service awards and retirement awards from administration.
•  Order refreshments and drinks through campus accounts.
•  Ensure timely delivery; Purchase décor-tablecloths, centerpiece for refreshment table, etc.
•  Set up plates, cups, napkins, décor, etc.
•  Coordinate with custodians the set-up of tables . click apply for full job details