Administrative Assistant to the Principal / PEIMS Assistant

Primary Purpose:

Ensure efficient operation of school administrative office and provide clerical services for school’s administrative staff.  Under close supervision, perform data entry including Public Education Information Management System (PEIMS) data, and grades.

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
• Proficient in keyboarding, 10-key numerical data entry, and file maintenance
• 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
• Ability to meet established deadlines

Experience:

Secretarial and data entry experience

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.
• Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.
• Collect and enter PEIMS data into established database and verify accuracy according to prescribed procedures.
• Maintain student records and process requests for student information and transcripts. Process new student records, including requesting transcripts and records from other schools.
• 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.

Accounting and Inventory

• Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).
• 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.
• 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

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.