Administrative Assistant to the Principal

Administrative Office Clerk

Ensure efficient operation of school's administrative office and provide clerical services for school's administrative staff.

Qualifications

Education/Certification: High school diploma or GED

Special Knowledge/Skills: Proficient typing, word processing, and file maintenance skills; effective organizational, communication, and interpersonal skills; ability to use personal computer and software to develop spreadsheets, databases, and do word processing; knowledge of basic accounting principles

Minimum Experience: One to three years of secretarial experience, preferably in public education environment

Major Responsibilities and Duties

Records, Reports, and Correspondence

1. Prepare written correspondence forms, schedules, or reports using typewriter or personal computer.
2. Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested, using typewriter or personal computer.
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 information and submit to central office according to established deadlines.
5. Maintain school calendar of events.

Reception and Phones

1. Schedule meetings and appointments and maintain calendar for principal.
2. Assist students, teachers, and parents as needed.
3. 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.

1. 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.
6. Assist with campus budget preparation.
7. Maintain inventory of fixed assets, equipment, and supplies.

Other

1. Sort, distribute, or deliver mail and other documents.
2. Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.
3. Maintain confidentiality.

Supervisory Responsibilities: Monitor the work of campus secretaries and clerical aides.

Equipment Used: Personal computer, typewriter, printer, copier, fax machine, and calculator.

Working Conditions: Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals; Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching; Lifting: Occasional light lifting and carrying (less than 15 pounds); Environment: May work prolonged or irregular hours; occasional districtwide travel; Mental Demands: Work with frequent interruptions; maintain emotional control under stress; Occasional districtwide and statewide travel; frequent prolonged and irregular hours.