Administrative Assistant III (School Year Position)

Administrative Assistant III This position reports to the Building Principal Position Type: Full-Time, School-Year AFSCME Unit position Job Overview The administrative assistant will act as a primary administrative resource in support of the principal, assistant principals, or department head. The administrative assistant will work with the entire office staff to develop and maintain efficient office management workflows and procedures, to ensure that the school or department's daily and long-term administrative requirements are met. The job of the administrative assistant is to support students, parents, teachers, and the public as they interface with principals and department heads. Creating a friendly, welcoming, and efficient environment is critical. Responsibilities and Duties Provide administrative support to principal, assistant principals and department heads as assigned, including, but not limited to: Primary:

• Manage and process student discipline records, including compiling documentation and generating/mailing formal administrative discipline letters.
• Oversee comprehensive student attendance tracking and records management across primary school platforms.
• Retrieve daily absence notifications from email and the attendance hotline, accurately inputting daily and individual meeting attendance into PowerSchool.
• Process tardy students using Raptorware security software, sync entry logs into PowerSchool, and coordinate standard or health-office dismissals by issuing required digital SmartPasses.
• Generate daily absence rosters and execute automated family notifications via the ConnectEd system.
• Organize, track, and physically file incoming medical, doctor, and legal notes within confidential student main-office files.
• Compile and distribute daily, quarterly, and ad-hoc attendance and unexcused tardy reports to faculty and Assistant Principals to monitor compliance.
• Manage incoming and outgoing mail distribution, coordinate transportation and bus bookings for student field trips, and compile materials for end-of-year student milestone celebrations.
• Assist school leadership with data gathering and preparation for Department of Elementary and Secondary Education (DESE) state reports.
• Administer master calendars for building administrators; schedule meetings, coordinate appointments, reserve rooms/facilities, and issue prompt notifications to all affected parties.
• Serve as a central resource for parents and students, providing guidance and answering inquiries to help them successfully navigate district processes and resources.
• Professionally manage incoming telephone lines, field general inquiries, and route official correspondence to the appropriate staff members.
• Act as an active, dependable member of the school's building-level Incident Management Team.
• Audit, update, and maintain critical administrative records and reports for students, faculty, and leadership teams.
• Assist in the preparation of student awards certificates and the logistical coordination of end-of-year activities.
• Execute additional administrative duties and special projects as assigned by the Building Principal or Department Head.

Secondary:

• Maintain and regularly update the school websites to provide timely, accurate community information while ensuring strict compliance with legal ADA and WCAG accessibility standards.
• Support staff attendance workflows by tracking daily teacher absences, coordinating coverage requirements with substitute providers, and logging substitute data directly into internal tracking databases.
• Initiate, review, and process school and department purchase orders in alignment with district workflows.
• Record, monitor, and categorize operational expenditures to support accurate budgetary oversight and forecasting.
• Review and process vendor invoices, staff expense reimbursements, and related financial documentation.

Hours of Work

• Hours of work to be in accordance with Article 7, sections 7-01 and 7-02 and at the discretion of the principal and superintendent as outlined in section 7-07. Working conditions
• Fast paced, interactive environment with a high quantity of daily interactions with teachers, students, parents, community members, and school administrators. Full time benefited employees at the Danvers Public Schools are eligible for a comprehensive benefits package offered through the Town of Danvers. Click HERE for a highlight of these benefits. The Danvers Public School District is committed to the principle of equal opportunity in education and employment. We do not discriminate against individuals on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, national or ethnic origin, or homelessness in the administration of its educational policies, employment policies, and other school-administered programs and activities.