Administrative Assistant to the Principal

Position Type:
Administrative and Clerical Support/Adminstrtative Assistant 225 days

Date Posted:
5/29/2026

Location:
Beacon Hill Middle School
POSITION TITLE: School Manager/Administrative Assistant
DEPARTMENT: Elementary School
REPORTS TO: Principal
FLSA STATUS: Non-exempt
WORK SCHEDULE: 225 days
DATE REVIEWED: 05/2022
SALARY SCALE: OS4

SALARY AND BENEFITS

TERMS OF EMPLOYMENT: Employment shall be at the will of the Board of Education. The annual period of service shall be 225 days.

PRIMARY FUNCTION: Serves as the main point of contact for coordination of school activities and administrative functions, serves as the administrative assistant to the Principal, and serves as the facilitator for the school/public being served in communicating information, problem solving, and material acquisition, cash handling and record keeping.

Administrative & Principal Support

• Executive Back-Up: Serves as the confidential secretary and administrative assistant to the school principal.
• Communications: Drafts school-wide newsletters, memos, emails, and official letters on behalf of the principal; prepares, updates, and sometimes delivers morning or afternoon school announcements.
• Calendar Management: Schedules appointments, parent-teacher conferences, and IEP/504 meetings for the school principal.
• Document Processing: Types, prepares, distributes, and files records, reports, correspondence, and mailings related to building functions and principal needs.

Building Safety & Security

• Access Control: Monitors front door access and surveillance to maintain school security.
• Emergency Preparedness: Conducts or assists with school fire drills and ensures strict adherence to good safety procedures.
• Communication Monitoring: Monitors the walkie-talkie station for real-time campus updates and security alerts.

Records, Operations & Finance

• File Management: Maintains school records and files for the building, principal, and related district requirements.
• Facilities Maintenance: Reports building issues promptly to the Maintenance Department via the IQ Reporting System.
• Financial Support: Works directly with the finance department to process purchase orders.
• Office Logistics: Operates standard office equipment and manages/prepares forms and requests needed by teaching staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

• Communicates, collaborates, and cooperates with colleagues, supervisors, teachers, students, and community
• Makes and receives telephone calls, take messages, routes calls
• Maintains school records and files for building, principal and related requirements
• Maintains student records and uploads files to student data system
• Maintain class/student schedules
• Distributes mail
• Greets visitors, works with parents, professional and non-certified staff in a pleasant and efficient manner
• Types, prepares, distributes, files records/reports, correspondence, mailings etc related to building function and principal needs
• Orientates substitute teachers
• Process attendance and reconcile AESOP database
• Orders, processes, and maintains office materials and equipment by requesting PO requisitions.
• Serves as confidential secretary/administrative assistant to the principal
• Administers medication according to policy and regulations in absence of the school nurse
• Operates standard office equipment
• Participates in in-service training
• Works with finance department to process purchase orders
• Schedules programs and field trips upon request of principal
• Ensures adherence to good safety procedures
• Prepares teacher needed forms and/or requests
• Prepares weekly school newsletter and distributes
• Collects various monies from teachers/staff and deposits into school account. Maintain school account
• Reports daily student attendance and calls parent/guardian when student is absent
• Reports frequent absences to principal and school counselor
• Conduct/assist with fire drills
• Maintains building door key information
• Monitors front door access and surveillance
• Monitors walkie talkie station
• Reports building issues to Maintenance Department via Bigfoot Reporting System

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED); one year related experience.

EVALUATION: Performance of this job shall be evaluated annually in accordance with provisions of the board's policy on evaluation of classified personnel.

PHYSICAL DEMANDS: To perform the duties of this job, the employee is required to stand, walk, and sit for long periods of time. Lifting up to 30 pounds may be required on an occasional basis. The employee is occasionally required to stoop, kneel, crouch or crawl. Specific vision abilities required of this job include close vision and distance vision.