Administrative Assistant (0.8 FTE) & Special Education (0.2 FTE) - School Year

Job Title

Performs highly responsible administrative, secretarial, and public relations support to the Principal and Assistant Principal.

Job Description

Duties related to this position include a wide variety of responsibilities that include keeping the main office fully operational for students, parents, and teachers. Performs all other related work as required.

Responsibilities

Provides administrative and secretarial support to the Principal and/or Assistant Principal. Drafts correspondence, word process documents; compiles data and files reports including documents such as staff and school newsletters, student transcripts, daily attendance reports, monthly calendars, and suspension/detention notices. Distributes all incoming mail and sorts and screens the Principal and Assistant's mail. Prepares mailings.

Provides public relations support to the main office. Serves as intermediary in greeting parents, children, and staff; resolves routine issues or answers questions within the scope of authority. Directs school volunteers and visitors, answers telephones, provides accurate information to callers and takes messages when necessary.

Provides administrative support on financial information. Participates in the preparation of the annual school budget; monitors expenditures and prepares and tracks purchase orders and the distribution of school supplies. Assists the PAC organization with purchasing. Maintains the Student Activity checking account with teams and club itemized accounts; prepares all necessary paperwork, checks, and deposits to the bank. Distributes and reconciles petty cash.

Performs daily attendance for the school and sends necessary reports to staff. Assists nurse on follow-up on absent students as needed. Analyzes and summarizes attendance data and notifies parents of attendance issues.

Works with the Parent Teacher Organization (PTO) to assist with a variety of school sponsored events, open houses, special projects, holiday programs, fundraisers, and field trips. Provides information on all school events; collects sign-up forms and money associated with trips and outings.

May provide support with various busing issues.

May monitor students sent to office for disciplinary reasons and during after school dismissal.

Creates and updates student and staff schedules, class lists and schedules. Directs substitutes to classes and ensures there is sufficient teacher coverage of classes when needed, either with substitutes or Instructional Assistants.

Maintains the website with updated and accurate information, as well as the staff directory, calendars, and varied links. Registers new students, tracks all paperwork needed. Meets new parents and arranges tours as requested.

Administers weekly and quarterly payrolls.

Coordinates a variety of events with administrators, staff members, and PTO.

Assists with ensuring security of the school building; includes using a doorbell system and utilizing the Lobby Guard system, scan license and take pictures of all visitors, parents, volunteers, vendors, substitutes; cross check any issues that may be associated with visitors, issue a badge and receive badge upon visitors exiting the building.

Responsible for assisting with Fire Drills and Alice Drills; ensure that all students and faculty follow procedures and are accounted for during drills; provides Fire Department with student count.

Assists with the coordination of MCAS testing, including updating student records.

Performs similar or related work as required, directed or as situation dictates.

Qualifications

Education. Training and Experience:

High School education: two years of business school or Associate's Degree preferred; office administration, financial recordkeeping and automated office systems and procedures; 3 - 5 years' related experience; or any equivalent combination of education and experience.

Knowledge. Ability and Skill :

Knowledge: Thorough knowledge of office procedures, practices, and terminology. Knowledge of policies and procedures within a public school environment. Working knowledge of laws and policies relevant to the school's work. Knowledge of state regulations as they pertain to the maintenance and distribution of student records.

Ability: Ability to communicate effectively and tactfully with a wide variety of individuals including students, faculty, parents, and the public. Ability to work on multiple tasks with frequent interruptions. Ability to maintain utmost confidentiality with respect to student issues and other sensitive matters. Ability to understand and explain basic policies and procedures to students and parents.

Skill: Superior administrative and secretarial skills. Expertise and proficient skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Proficient computer skills with Microsoft Office, MUNIS, QuickBooks, ASPEN, AESOP, School Dude, Blackboard and NeoGov and other software applications utilized. Excellent customer service skills. Strong organizational and multi-task skills.

Supervision:

Complexity: Performs varied and responsible functions requiring a working knowledge of departmental operations and the exercise of judgment and initiative, particularly in situations not clearly defined by precedent or established procedures.

Independent Action: Works under the administrative direction of the Principal and/or Assistant Principal, following department rules, regulations, and policies, requiring the ability to plan and perform operations, and to complete tasks according to a prescribed time schedule. Refers all questionable cases to the supervisor.

Supervisory Responsibility: None.

Supplemental Information

Work Environment:

Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment, with frequent interruptions. Operates computer, printer, scanner, calculator, telephone, copier, facsimile machine, and all other standard office equipment. Makes frequent contact with parents, students, faculty, school and town departments, vendors, and varied organizations. Contact is in person, by telephone, email, and mail. Employee has access to sensitive and confidential information pertaining to students. Errors could result in delay or loss of service, and possible financial and/or legal ramifications.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; required to walk, must be able to handle or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 30 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.