Administrative Assistant to the Principal of Collegiate Academy

Administrative Assistant

Provide administrative and clerical support to the Director of Collegiate Academy; communicate information to staff, the public, and others within the school district; ensure compliance with financial, legal and administrative requirements.

High school diploma or equivalent. Bilingual preferred.

Minimum of 2 years administrative assistant experience, preferably in education. Proficient skills in Microsoft office, Word, and Excel. Effective interpersonal, communication, and organizational skills. Ability to work accurately with close attention to detail. Ability to work independently in a team-oriented environment. Knowledge of District organization and operations, as required for this position. Bilingual Spanish proficiency preferred.

Major Responsibilities and Duties

Records, Reports, Accounting and Correspondence

1. Prepare correspondence, forms, reports etc., for the coordinators and other department staff members using personal computer.
2. Maintain physical and computerized departmental files.
3. Maintain student records as needed.
4. Maintain district tutor list and distribute to parents upon request.
5. Compile pertinent data as needed when preparing various state and local reports.
6. Maintain budgetary records for the departments.
7. Assist with the preparation of purchase orders and payment authorizations.
8. Monitor and process personnel time record, including leave requests and reports; compile information and submit to central office.
9. Answer incoming calls, take reliable messages, and route to appropriate staff.
10. Maintain a schedule of appointments and make travel arrangements for department staff.
11. Receive, sort, and distribute mail, books, supplies, and other documents to department staff.
12. Maintain professional library including updating inventory, check-out and return of books through software system.
13. Develop and maintain Staff Development course descriptions in online system.
14. Schedule locations for workshops and meetings and assist with all preparations for events, including maintaining a calendar of all workshop dates.
15. Maintain confidentiality.
16. Participate in meetings and training sessions as designed by District staff.
17. Regular and consistent attendance.
18. All other duties as assigned.

Other Supervisory Responsibilities

None

Working Conditions

Maintain emotional control under stress. Demonstrate patience and flexibility in changing job demands and when interaction with employees, visitors, and the public. Multitasking; work with frequent interruptions. Repetitive hand motions; prolonged use of computer.