Administrative Assistant to the Principal

Administrative Assistant To The Principal

This job is partly administrative and partly clerical, so it calls for a fair share of hospitality and discipline. The designated person needs to officiate and administer, as well as cater to the norms of cordiality. They need to understand, accept, and abide by the school's philosophy and mission statement in keeping with the school's Catholic character and Gospel values. They will assist the principal in the administration of the school by performing a variety of complex and responsible secretarial and routine administrative support functions, and direct and coordinate the workflow and activities processed through the school's central office.

Employees in this classification receive limited supervision within a broad framework of policies and procedures. Employees in this classification may direct and coordinate the work of others. This job class requires in-depth knowledge of school site operations and administrative procedures as well as a high level of secretarial skills and the ability to function in a highly independent manner.

Reports to: Principal

Job description:

Acts as secretary to the assigned school site principal, performing a wide variety of complex and responsible clerical and secretarial support duties as well as relieving the school principal of routine administrative functions not requiring his/her immediate attention. Directs and coordinates the work of office personnel to meet established timelines; assists in the performance of a wide variety of the more difficult clerical assignments. Reviews the work of office staff for accuracy and compliance with established standards and assists in the informal evaluation of office staff. Takes and/or transcribes dictation of letters, memoranda, and other documents. Acts as receptionist for assigned principal, screening visitors and phone calls. Maintains confidential files and appointment schedule for assigned principal; sets up and arranges meetings and conferences. Acts as a resource person to teachers, students, parents, and the general public regarding general and specific information on the policies, procedures, and activities of the assigned school site. Arranges for and assigns substitutes to fill teachers' absences, both full and partial days, to ensure adequate classroom coverage. Collects necessary information and maintains a variety of logs and records related to certificated and classified employees, personnel transactions, timesheets, absences, etc., as well as substitute logs and records. Orders materials, supplies, and equipment; maintains records of purchase orders, invoices, and expenses to date; and inventories and logs the same upon arrival. Maintains routine bookkeeping records; transfers and deposits monies as necessary. Maintains, monitors, and records expenditures; reconciles ledger printouts and posts expenditures to budget sheets. Assists the principal with gathering/calculating budget requests and preparing reports. Attends various meetings, taking notes and preparing minutes. Maintains inventory and control system of school keys; issuing, collecting, and maintaining related files. Guides and instructs other office employees in their work. Reviews and verifies reports, records, and other material for accuracy, completeness, and conformity with established standards. Composes and types correspondence, memos, and/or reports on own initiative from marginal notes or from oral and written directions. Collects data/information and compiles reports and other materials requiring the use of independent judgment and knowledge in assembling and categorizing data. Distributes materials and information to teachers, students, and other staff members and ensures timely responses. Performs related duties as required.

Required Skills and Attributes:

• Knowledge of public school clerical operations and functions.
• Knowledge of proper office methods and practices, including filing systems, receptionist and telephone techniques, and letter and report writing.
• Knowledge of correct English usage, spelling, grammar, and punctuation.
• Knowledge of financial recordkeeping methods and practices.
• Ability to perform arithmetical calculations with speed and accuracy.
• Ability to understand and successfully apply a variety of complex directions to specific situations.
• Ability to direct and coordinate the work of others.
• Ability to train staff in a variety of technical and procedural matters.
• Ability to proofread work accurately.
• Ability to type accurately at 60 words per minute.
• Ability to take and transcribe dictation with speed and accuracy using shorthand and/or transcription equipment as designated by the administrator.
• Ability to communicate effectively and tactfully in both oral and written forms.
• Ability to establish and maintain a variety of recordkeeping, reference, and data collection systems.
• Ability to analyze situations and take appropriate action in a variety of procedural matters independently without immediate supervision.
• Ability to prioritize and coordinate workflow and timeliness for self and others.
• Ability to operate a variety of office equipment such as a calculator, transcriber, copy machine, computer terminal, printer, etc., with speed and accuracy.
• Ability to establish and maintain effective work relationships with those contacted in the performance of required duties.

Physical Requirements:

• Able to sit or stand for extended periods of time
• Lift supplies and materials weighing up to 25 pounds

Educational & Experiential Requirements:

• High school diploma, GED, or equivalent.
• Some college education preferred, especially in the fields of education, business, communications, computers, or management.
• Previous experience working at a school or as an administrative assistant.
• Must be able to pass a criminal history check and a fingerprint background check.
• Must be willing to respect the Catholic Church and follow our basic morality guidelines.