Administrative Assistant to the Principals

Administrative Assistant to the Principals

The Bernice A. Ray School in Hanover, NH, is seeking a dedicated, professional, and organized Administrative Assistant to the Principals to join our vibrant learning community. This pivotal role serves as a liaison between the Principals' office, staff, and the community, ensuring the daily operations of the school run smoothly and efficiently. We are looking for a candidate who possesses exceptional communication skills, a high level of discretion, and the ability to multitask in a fast-paced, student-centered environment. If you are a proactive problem-solver with a passion for supporting public education and an aptitude for administrative excellence, we invite you to help us foster a welcoming and productive atmosphere for all our students. The pay range is $26.91 - $31.14 commensurate with qualifications and experience. This is a full-time, year-round role that includes a comprehensive benefits package and eligibility for the New Hampshire Retirement System. Position starts immediately, open until filled.

Benefits for this position can be found in the Administrative Support Standard Benefits.

To provide high-level administrative support to school leadership while serving as a professional point of contact for staff, students, and the public.

Reports to: Building Principal or Associate Principal

Supervises: None

Position Duties and Responsibilities:

• Financial & Data Management: Provides rigorous oversight of building budgets and payroll processes to ensure compliance with District policy.
• Payroll & Leave: Monitors and tracks employee leave balances after initial HR setup. Acts as a primary or backup resource for compiling bi-weekly payroll for building staff and substitutes.
• Budgeting & Purchasing: Assists in annual budget preparation and utilizes district software for purchasing. Prepares purchase orders, verifies packing slips against invoices, and manages internal distribution. Monitors budget spending and provides status updates to administrators.
• Special Funds & Grants: Tracks and balances Student Activity Funds within district accounts. Processes purchase orders and maintains backup documentation for Grant-related expenditures.
• Core Office Operations: The Administrative Assistant ensures the main office functions efficiently by managing daily interactions and administrative workflows.
• Personnel Support: Coordinates with the SAU regarding personnel hires and terminations. Facilitate the staff development process, including record-keeping for individual events and recertification. Support the principal regarding scheduling logistics, specifically regarding scheduling and filing. Assist Administrators and staff with building initiatives & projects, i.e proofreading student/teacher handbooks and school manuals.
• Public Relations: Primary liaison for substitutes, volunteers, and visitors, providing necessary orientation, resources, and logistical support to ensure they are integrated seamlessly into the daily schedule
• Information Management: Sets up and maintains physical and digital filing systems, staff lists, and general correspondence.
• School-Wide Coordination: Supports the broader school environment through organizational and safety initiatives.
• Logistics & Mail: Oversees incoming deliveries and monitors supply inventory. Manages multi-line phone systems and directs inquiries to appropriate personnel. Operational Support: Provides secondary support for school-wide functions and sanctioned activities as requested by administration. Emergency Management: Assist principals in organizing and updating Emergency Management protocols. Scheduling: Assist with scheduling for staff and students as assigned.
• Professional Standards & Requirements:
• Confidentiality: Must maintain absolute confidentiality regarding student, staff, and personnel information.
• Professionalism: Exhibits a professional demeanor in all interactions with the community, staff, and students.
• Compliance: Adheres to all SAU 70 District policies, procedures, and safety objectives.
• Training: May provide general office training and oversight for office volunteers.

Performance of duty responsibilities will be reviewed annually by the building principal.

Terms of Employment:

• Full-Time
• Year-Round

Minimum Qualifications:

Education and Experience:

• Bachelor's Degree or equivalent
• Two to Four (2-4) years of clerical / office experience preferred

Necessary Knowledge, Skills and Abilities:

• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace. Experience with School Information Systems (SIS) and specialized Financial/Payroll software (e.g., Infinite Visions, PowerSchool, or similar district-level platforms). Ability to manage digital databases and track complex financial spreadsheets.
• Core Competencies: Discretion: Proven ability to handle sensitive personnel and student information with 100% confidentiality. Financial Literacy: Comfort with bookkeeping, purchase order processing, and budget monitoring. Communication: Strong verbal and written communication skills for interacting with everyone from local officials to primary students. Adaptability: Ability to remain calm and professional in a fast-paced "main office" environment with frequent interruptions.
• Critical Abilities: Attention to Detail: Precision in data entry, especially regarding payroll hours and budget codes. Self-Direction: The ability to work independently on long-term projects (like budget prep or end-of-year filing) without constant supervision from the Principal. Interpersonal Intuition: Knowing when to handle a situation personally and when a situation requires the immediate attention of the Principal or Assistant Principal. Cultural Competency: Ability to work effectively with a diverse population of students, families, and staff with varying needs and backgrounds.

Licensure and Certification Requirements: None required

Physical Activity Requirements:

Primary Physical Requirements:

(Not, Rarely, Occasionally, or Frequently Required)

1. Lift up to 10 lbs: Frequently required

2. Lift 11 to 25 lbs: Occasionally required

3. Lift 25 to 50 lbs: Rarely required

4. Lift over 50 lbs: Not required

5. Carry up to 10 lbs: Frequently required

6. Carry 11 to 25 lbs: Rarely required

7. Carry 26 to 50 lbs: Not required

8. Carry over 50 lbs: Not required

9. Reach above shoulder height: Occasionally required

10. Reach at shoulder height: Occasionally required

11. Reach below shoulder height: Occasionally required

12. Push/Pull: Rarely required

Hand Manipulation:

(Not, Rarely, Occasionally, or Frequently Required)

1. Keyboarding: Frequently required

2. Gross Manipulation: Frequently required

3. Fine Manipulation: Frequently required

Other Physical Consideration:

(Not, Rarely, Occasionally, or Frequently Required)

1. Twisting: Not required

2. Bending: Occasionally required

3. Crawling: Not required

4. Squatting: Occasionally required

5. Kneeling: Not required

6. Crouching: Occasionally required

7. Climbing: Not required

8. Balancing: Rarely required

During the Work Day, Employee is Required to:

1. Sit: up to 3 consecutive hours

2. Stand: up to 3 consecutive hours

3. Walk: up to 1 consecutive hour

Cognitive and Sensory Requirement(s): Effectively exchange and receive information and instructions, and respond to inquiries; Communicate with others; Observe students and staff to ensure safety

Work Environment: Inside: up to 100% Outside: up to 20% Work Surface(s): Office Desk, Office Chair Carpeted floor, tile floor

Other Training, Skills and Experience Requirements: Ability to work with staff, students, parents, and the community

Other Considerations and Requirements: The physical demands of an employee in an Administrative Assistant role are minimal. The employee is occasionally required to do some lifting. Employee is typically able to sit and stand as needed. Applicants will be subjected to a criminal background check as required by state law.