Middle School Administrative Assistant

Middle School Administrative Assistant Qualifications:

• Any combination of training and/or experience which demonstrates ability to perform the duties as described, but not less than three years total
• Experience working at a school site is desirable
• Skilled in using technology, office software, and websites
• Excellent organizational skills, ability to work independently and maintain a high degree of confidentiality
• Successful completion of a criminal record (C.O.R.I.) check and fingerprint check.
• Completion of postsecondary business school or college preferred
• Such alternatives to the above qualifications as the Superintendent and/or his/her designee may find appropriate

Reports To: Building Principal Job Goal: To assure the smooth and efficient operation of the school office so that the maximum positive impact on the education of children can be realized. Work Year: Twelve months Salary/Benefits: In accordance with Melrose Association of School Secretaries' contract Performance Responsibilities: Recordkeeping/Database Management

• Responsible for implementing and maintaining all office and school recordkeeping systems
• Maintains a comprehensive student database
• Uses both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information;
• Completes forms which include purchase orders, online supply orders, timesheets, evaluation forms, enrollment cards, rosters and other related forms;
• Creates and maintains student files
• Maintains records for teacher and school budgets, student body funds, attendance, and other related records as needed

Document Preparation

• Prepares, creates, and composes letters, reports, bulletins, and other documents for the school or instructional programs, using current technology
• Maintains and monitors school's website and social media accounts at the direction of the principal.
• Answers routine correspondence for the administrator
• Prepares documents from rough draft, notes, recordings, or oral instructions
• Prepares reports from confidential records
• Operates computer and standard office equipment
• May provide technical support to staff

Communication/Personnel Services

• Acts as liaison between the school site and the general public by conveying information concerning rules, regulations, policies, and laws
• Greets and directs visitors
• Addresses standard inquiries by letter, phone, e-mail, fax or personal contact
• Maintains internal communication system insuring instructional and support personnel are kept informed of needed information
• Coordinates the transfer of information between site/program and outside agencies and districts
• Interacts with and assists students when necessary
• Assists students and parents/guardians by explaining and enforcing school site requirements
• Communicates as necessary with supervisor
• Maintains confidentiality of records
• Receives training and administers minor first aid

Site / Program Support

• Ensures that appropriate calendars of activities are maintained for the school including parent conferences, Individualized Education Plan (IEP) meetings, school visitors, and other meetings
• Assists in the process of transitioning new students
• Generates daily substitute list
• May assist, when required, in arranging and scheduling substitute and temporary employees for the school
• Greets substitutes and assists with directions and questions
• Assists administrator and other staff in planning and preparing for staff meetings, in-services, conferences, and workshops
• Participate on Building Crisis Team
• Assists in the development of office procedures
• Ensures that appropriate security and safety policies and procedures are followed within the office and the building
• Orders supplies and equipment for school/program insuring adequate levels are maintained.
• Performs other related duties as assigned by Administration

Essential Functions of the Job: Must possess the ability to:

• Operate standard office equipment
• Accurately prepare, create, edit, and design memos, reports, letters, and other documents
• Maintain complex databases and management information systems
• Learn new software applications
• Communicate effectively in oral and written form
• Utilize time management techniques to organize and prioritize work
• Maintain confidentiality of student and program information
• Work cooperatively and effectively with students, parents/guardians, administrators, and the general public

Specialty Areas: Must possess:

• Knowledge of standard clerical procedures and office operations, English grammar, punctuation, and spelling
• Business formatting of documents
• Standard software applications including office, internet, and database programs
• Standard types of office filing systems
• Proper telephone etiquette
• Knowledge of school and school district policies and procedures
• Familiarity with student records laws and regulations

Physical and Environmental Demands: The physical and environmental demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job.

1. Ability to function in a normal office environment.
2. Ability to move freely about the building.
3. Ability to operate and spend extended time using computer, telephone and other office equipment.