What are the responsibilities and job description for the Administrative Assistant to the Asst. Principal - RMS position at East Providence School Department?
Class Title: Administrative Assistant Middle School (Assistant Principal)Classification: Twelve (12) Months 8 hours per dayDepartment: Middle SchoolImmediate Supervisor: Principal CLASS DESCRIPTIONUnder the direction of the Assistant Principal, this position is responsible for assisting with the daily office duties and to ensure the smooth and efficient operation of the school. Record and maintain all student disciplinary infractions and suspensions as designated by the Vice Principal. This position requires a thorough knowledge of all school functions, procedures, and applicable district and school rules, regulations and policies. Support administrators and work cooperatively with school, students, and parents.ESSENTIAL DUTIES AND RESPONSIBILITIES Perform general receptionist and administrative assistant duties in the main office to include, but not limited to, type correspondence, make copies, sort and distribute daily internal/external mail, answer phone calls, take messages, and respond to basic inquiries.Create and run reports as needed for administrators and staff.Monitor inventory and order school and office supplies as needed.Serve as the first point of contact when visitors enter the building.
Meet and interact with the public and employees in routine situations which require courtesy, tact, and discretion. Sign in and maintain visitor and student dismissal logs. Direct visitors to the appropriate person as required.Maintain legal files regarding custody conflicts, restraining orders, etc.Maintain and update daily attendance records in the student database including tardiness and dismissals throughout the day.Maintain student suspension log and enter information into the school database, type letters and mail to parents. Record suspensions and minor discipline infractions in the school database.Perform various duties related to the opening of school which includes, but not limited to, creating and distributing student forms, handbooks, enrollment forms, etc.
Track and maintain the receipt of these documents, update student records accordingly.Assign lockers and distribute bus and lunch passes.Organize details (i.e., entertainment, food, decorations, etc.) for school dances, locker night and various events throughout the year. Coordinate end of year activities (i.e., Presidential, academic, honors night, athletic), make certificates and event programs as needed.Perform various record keeping functions for middle school sports programs.Assist with school fundraising efforts, distribute brochures, collect orders/payments and fill orders as needed.Considerable discretion is required in the protection and release of confidential information and in the interpretation and administration of policies and procedures within guidelines set by the Administrator.Perform a variety of clerical duties involving routine matters.This position works collaboratively with the Principals Administrative Assistant and shares duties during periods of high office volume, absences, and other times as required.Perform all other related duties as assigned by the supervisor(s).KNOWLEDGE, SKILLS AND ABILITIESKnowledge of administrative assistant practices and procedures.Ability to handle confidential and sensitive information with complete security.Ability to proficiently operate office technology and equipment (e.g. computer systems, calculator, telephone system, fax, copier, etc.).Ability to learn and proficiently use various school-related systems and databases.Ability to proficiently use computer programs such as, but not limited to, Word, and Excel.Working knowledge of district and school rules, regulations and policies applicable to the area of assignment.Ability to work effectively with district personnel, administrators, and vendors.Ability to communicate effectively verbally and in writing.Ability to multitask and prioritize work to meet strict deadlines.Ability to handle difficult in-person situations and telephone inquiries which require courtesy, tact, and professionalism. MINIMUM QUALIFICATIONS Education and Experience: High School Diploma or GED equivalent; or graduation from a technical/trade schoolMust have at least two (2) years of administrative assistant experienceMust be able to read, write, and speak English proficiently.Must be proficient with computers.Must have good basic math skillsMust be detailed oriented with good organizational skillsMust be at least 18 years of age.PHYSICAL DEMANDS The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must be able to work in a variety of physical positions, including sitting, bending, stretching, and walking. The employee is regularly required to talk and/or hear. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The employee is frequently required to use hands, handle or feel.
The employee must be able to perform physical activities such as, but not limited to, lifting and/or moving light objects up to ten (10) pounds, and occasionally lift items slightly over ten (10) pounds. The use of a step stool may be required to reach the top drawer of a filing cabinet as necessary. Specific vision abilities include close vision.WORK ENVIRONMENTThe work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job.The employee is regularly exposed to all weather conditions, especially hot, humid, warm, spring, summer and fall weather, combined with regular work time indoors in environmentally controlled conditions. The noise level in the work environment may range from moderate to loud.The duties listed above are intended only as illustrations of the various types of work that may be performed and is not a comprehensive listing of all functions and tasks performed by positions in this class.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
Meet and interact with the public and employees in routine situations which require courtesy, tact, and discretion. Sign in and maintain visitor and student dismissal logs. Direct visitors to the appropriate person as required.Maintain legal files regarding custody conflicts, restraining orders, etc.Maintain and update daily attendance records in the student database including tardiness and dismissals throughout the day.Maintain student suspension log and enter information into the school database, type letters and mail to parents. Record suspensions and minor discipline infractions in the school database.Perform various duties related to the opening of school which includes, but not limited to, creating and distributing student forms, handbooks, enrollment forms, etc.
Track and maintain the receipt of these documents, update student records accordingly.Assign lockers and distribute bus and lunch passes.Organize details (i.e., entertainment, food, decorations, etc.) for school dances, locker night and various events throughout the year. Coordinate end of year activities (i.e., Presidential, academic, honors night, athletic), make certificates and event programs as needed.Perform various record keeping functions for middle school sports programs.Assist with school fundraising efforts, distribute brochures, collect orders/payments and fill orders as needed.Considerable discretion is required in the protection and release of confidential information and in the interpretation and administration of policies and procedures within guidelines set by the Administrator.Perform a variety of clerical duties involving routine matters.This position works collaboratively with the Principals Administrative Assistant and shares duties during periods of high office volume, absences, and other times as required.Perform all other related duties as assigned by the supervisor(s).KNOWLEDGE, SKILLS AND ABILITIESKnowledge of administrative assistant practices and procedures.Ability to handle confidential and sensitive information with complete security.Ability to proficiently operate office technology and equipment (e.g. computer systems, calculator, telephone system, fax, copier, etc.).Ability to learn and proficiently use various school-related systems and databases.Ability to proficiently use computer programs such as, but not limited to, Word, and Excel.Working knowledge of district and school rules, regulations and policies applicable to the area of assignment.Ability to work effectively with district personnel, administrators, and vendors.Ability to communicate effectively verbally and in writing.Ability to multitask and prioritize work to meet strict deadlines.Ability to handle difficult in-person situations and telephone inquiries which require courtesy, tact, and professionalism. MINIMUM QUALIFICATIONS Education and Experience: High School Diploma or GED equivalent; or graduation from a technical/trade schoolMust have at least two (2) years of administrative assistant experienceMust be able to read, write, and speak English proficiently.Must be proficient with computers.Must have good basic math skillsMust be detailed oriented with good organizational skillsMust be at least 18 years of age.PHYSICAL DEMANDS The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must be able to work in a variety of physical positions, including sitting, bending, stretching, and walking. The employee is regularly required to talk and/or hear. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The employee is frequently required to use hands, handle or feel.
The employee must be able to perform physical activities such as, but not limited to, lifting and/or moving light objects up to ten (10) pounds, and occasionally lift items slightly over ten (10) pounds. The use of a step stool may be required to reach the top drawer of a filing cabinet as necessary. Specific vision abilities include close vision.WORK ENVIRONMENTThe work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job.The employee is regularly exposed to all weather conditions, especially hot, humid, warm, spring, summer and fall weather, combined with regular work time indoors in environmentally controlled conditions. The noise level in the work environment may range from moderate to loud.The duties listed above are intended only as illustrations of the various types of work that may be performed and is not a comprehensive listing of all functions and tasks performed by positions in this class.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
