Overnight/Ea

High School Administrative Assistant
Performs a wide variety of complex administrative and secretarial duties under broad supervision of the High School Principal. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. Serves as the Principal's primary liaison to ensuring all administrative and secretarial tasks are completed in a timely fashion; maintains the principal's schedule and communicates work priorities to other administrative assistants.
Maintains supplies/purchase orders which include inventory and coordinating purchases. Responsible for the Student Activities Checking Account, including deposits, paying bills, and fiscal reports for approximately 60 club/student organization's sub-accounts. Monitors the online system eFunds (parents pay for varied school services through this fund). Coordinates office workflow in particular facilitating special projects and works to utilize extra help as necessary for other departments.
Facilitates both parent and staff meetings on several virtual platforms.
Communication responsibilities include managing parent messages through Blackboard, Schoology, handling phone calls and updating staff, as necessary.
Maintains school-wide calendar, calendar approval process and updates website.
Serves as the lead coordinator for organizing Graduation. Duties include appropriating funding for graduation expenses, contacting venue, securing transportation, parent, Central Office and School Committee communications, organizing student/staff information and organization for the day of the event.
Updates calendar events and other items on the website.
Manages the Punchard Grant in coordination with the Principal. Schedules annual Directors Meeting, distributes information for teacher grant submissions, organizes grant submissions for Punchard approval and processes requests to access funds.
Administers weekly payroll for monitors, permanent substitutes, etc.
Facilitates coordination of special projects including 8th grade Family Night, Freshman Orientation, Open House, etc. and provides administrative oversight of PAC events such as teacher appreciation days and faculty luncheons and coordinates parent volunteers for high school projects.
Manages hiring processes through NeoGov for the Principal and administrative team which involves initiating the hiring process, scheduling interviews, and completing paperwork for hiring.
Prepares materials for new teachers
Provides backup assistance for other office activities including attendance, parking, grades, awards, AESOP, events, etc.
Education, Training and Experience:
specialization in computers and 3 – 5 years' office experience and financial recordkeeping; 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. 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. (Microsoft Office; web based such as MUNIS, ASPEN, AESOP) Excellent customer service, communication, and leadership skills. Complexity: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures, and practices.
Works under the administrative direction of the Building 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. Work is performed in an office environment. Operates computer, printer, scanner, calculator, telephone, copier, facsimile machine, and all other standard office equipment.
Contact is in person, by telephone, email, and mail.
Employee has access to sensitive and confidential information pertaining to students, staff, personnel files, and legal issues. Errors could result in delay or loss of service, and possible financial and/or legal ramifications.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.