Administrative Assistant to Principal

Administrative Office Clerk Primary Purpose: Ensure efficient operation of school administrative office and provide clerical services for school's administrative staff. Qualifications: Education/Certification: High school diploma or GED Special Knowledge/Skills: Proficient keyboarding and file maintenance skills Ability to use software to develop spreadsheets, databases, and do word processing Ability to maintain accurate and auditable records Knowledge of basic accounting principles Ability to follow verbal and written instructions Ability to perform a variety of tasks often changing assignment on short notice Effective organizational, communication, and interpersonal skills Experience: One (1) to three (3) years of secretarial experience, preferably in public education environment Major Responsibilities and Duties: Records, Reports, and Correspondence Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials and as requested. Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit to central office according to established procedures and deadlines. Maintain school calendar of events. Prepare materials, agendas, and campus communication as requested, using computer and other current electronic devices/technology tools. Reception and Phones Receive incoming calls, take reliable messages, and route to appropriate staff. Assist students, teachers, and parents as needed. Schedule meetings and appointments and maintain calendar for principal. Demonstrate positive and professional telephone etiquette to promote a polished image of the school district and community. Files Maintain physical and computerized files including inventory of school and office supplies, mailing lists, student records, visitor logs, and office communication. Maintain and update handbooks, policy manuals, and other documents as assigned. Accounting and Inventory Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment. Maintain inventory of fixed assets, equipment, and supplies. Other Assist with planning, preparation, and setup of faculty meetings and campus activities. Sort, distribute, or deliver mail and other documents. Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence. Be available by phone, email, or video conferencing to confer with district personnel, students, and/or parents. Communicate with students or parents on a regular basis via phone or video conference, email, or district-approved website. Maintain confidentiality. Follow district safety protocols and emergency procedures. Supervisory Responsibilities: None 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; 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 Mental Demands: Work with frequent interruptions; maintain emotional control under stress