Administrative Assistant to Principal

Job Description

Job Description

Purpose Statement

The job of ADM ASST TO PRINCIPAL is done for the purpose/s of providing administrative and secretarial support to assigned school site administrator; monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrator.

Essential Functions

• Administers first aid and prescription medications to students (under the direction of a health care professional), if assigned and trained for the purpose of providing emergency and necessary care in absence of assigned staff and in compliance with established guidelines.

• Collects payments for a variety of events (e.g. fines, fees, and fund raisers, etc.) for the purpose of completing transactions and/or securing funds.

• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of complying with financial, legal and/or administrative requirements.

• Coordinates and supports a variety of projects, functions, and/or program components (e.g. assemblies, registration day activities, lock downs/drills, etc.) for the purpose of completing activities and/or delivering timely services.

• Maintains a variety of manual and electronic documents files and records, as assigned (e.g. budget data, student activity accounts, employee records, financial records, administrator and/or school calendar, etc.) for the purpose of providing current and accurate information and/or historical reference in accordance with established administrative guidelines and legal requirements.

• Monitors a variety of activities on behalf of assigned Administrator (e.g. account balances, work order status, weather radio alerts, etc.) for the purpose of achieving goals, meeting target dates, and providing timely severe weather warnings according to established weather response protocols.

• Monitors students referred for illness or disciplinary action for the purpose of ensuring student welfare and maintaining a secure office environment.

• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and/or supporting the needs of the attendees.

• Prepares a variety of documents, dependent on assignment (e.g. correspondence, agendas, minutes, event programs, Medicaid billing, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.

• Presents information on administrative procedures (e.g. department/program policies, reimbursement submission procedures, requesting a substitute, etc.) for the purpose of disseminating information to existing personnel or orienting new personnel.

• Processes documents and materials relevant to assignment (e.g. payroll/time sheets, work orders, requisitions, travel reimbursements, budget transfers, Medicaid billing, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

• Represents assigned Administrator in his/her absence if directed for the purpose of conveying and/or gathering information as directed.

• Researches a variety of topics (e.g. supplies/equipment, policies, education codes, Medicaid billing numbers, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.

• Responds to a variety of inquiries from multiple internal and external parties (e.g. staff, parents, students, visitors, public agencies, etc.) for the purpose of supporting families and providing information or direction. and/or facilitating communication between parties.

• Schedules and/or prepares for a variety of activities (e.g. facility usage, appointments, meetings, travel reservations/accommodations, etc.) for the purpose of making required arrangements for facility and/or assigned administrator.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements : Minimum Qualifications

Knowledge, Skills and Abilities

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; bookkeeping practices; codes, laws, rules, regulations, and policies; office practices; recordkeeping and record retention practices; and school safety and security practices.

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; preparing and maintaining accurate records; administering first aid and/or prescribed medications; classifying data and/or information; collecting money; providing customer service; and, screening telephone calls.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; establishing and maintaining effective work relationships; ensuring accuracy and attention to detail; adapting to changing work priorities; diffusing argumentative behavior; organizing tasks; and, working as part of a team.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 50% sitting, 22% walking, 28% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.

Experience: Job related experience with increasing levels of responsibility is desired.

Education : High School diploma or equivalent.

Required Testing Certificates and Licenses

None Specified None Specified

Continuing Educ./Training Clearances

None Specified None Specified