Administrative Assistant for Building Principal

JOB SUMMARY:

To maintain both grade level offices, ensuring the efficient operation of the school’s educational and administrative office and project a positive image on the school community.

ESSENTIAL DUTIES AND RESPONSIBILITIES:             

1. Establish and maintain a safe, accessible, positive, and inviting office environment for all members of the school community.
2. Greet all visitors courteously, determine their needs, check appointments and direct/escort them to the proper person.
3. Maintain all legal documents pertaining to custody arrangements, restraining orders, restricted pick-ups, etc.
4. Maintain confidentiality in accordance with Board policy, State and Federal laws for office, staff and student matters at all times.
5. Maintain and create necessary records using the student information system.
6. Create and submit, as necessary, reports using the student information system.
7. Classify, sort, and file correspondence, mail and other related data.
8. Compose and prepare requested reports and correspondence for building administration.
9. Provide direct administrative support to the building principal, including receiving visitors, taking phone calls and setting appointments.
10. Prepare, record, and submit purchase orders to the Central Office based on the requisitions submitted by faculty and staff.
11. Coordinate mass mailings for correspondence with parents, students, faculty, and staff.
12. Classify, sort and file correspondence, mail and other related data.
13. Compose and prepare requested reports and correspondence for the building administration.
14. Convert source documents into computer-acceptable formats.
15. Coordinate building level schedules and issue timely announcements of upcoming events and deadlines.
16. Schedule/track/and type teacher evaluations as assigned by administrator(s).
17. Duplicate, copy and print school system forms and reports.
18. Maintain a school telephone directory and associated information for the automated phone contact system.
19. Maintain accurate and complete student, staff and/or administrative files.
20. Maintain records required by policy, regulations and the law.
21. Review timesheets for payroll processing.
22. Maintain an inventory of office supplies and order as necessary.
23. Update handbooks and policy manuals.
24. Monitor and maintain student attendance records, run ADA reports for Central Office and Food Service Department.
25. Answer phones, take and route messages, and respond appropriately to requests for information.
26. Monitor and assist in the maintenance of office equipment.
27. Maintain log of teacher absences.
28. Verify and appropriately route incoming packages.
29. Responsible for disseminating and collecting all building keys.
30. Update and maintain both building and principal calendar/schedule.
31. Keep, track and assign building use permits.
32. Acts as a custodian of petty cash monies on behalf of the school district and deposits monies.
33. Coordinate the building newsletter, and assist in the dissemination of mass literature.
34. Register voters.
35. Create and update teacher handbook.
36. Process transportation slips for field trips.
37. Utilize all other building administrative assistants as appropriate to fulfill the above job duties.
38. Other related duties as assigned by the Administration.

SUPERVISORY RESPONSIBILITIES:

This position does not require supervisory responsibilities.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

COMMUNICATION SKILLS:

1. Ability to communicate, both verbally and in writing, and interact effectively with all aspects of the school community is required.
2. Ability to solve conflicts, maintain confidentiality and remain open to various ideas and viewpoints.

MATHEMATICAL SKILLS:

1. Ability to perform basic mathematical calculations using whole numbers, fractions, decimals, and percentages.
2. Ability to perform mathematical calculations to balance assigned budget items, invoices, bills, purchase orders and other related items.

REASONING ABILITY:

1. Ability to prioritize and meet deadlines while complying with established policies and procedures of the building and district.
2. Identifies and resolve problems in a timely manner, gathers and analyzes information skillfully; uses reason even when dealing with emotional topics.
3. Ability to concentrate, think, read and learn is necessary to perform the essential job duties.

OTHER SKILLS AND ABILITIES:

1. Demonstrate organizational ability and attention to detail.
2. Ability to provide assistance to the school community as necessary.
3. Ability to work independently.
4. Excellent human relation skills.
5. Knowledge of office equipment (computers, copiers, fax machine, and related items).

PHYSICAL DEMANDS:

While performing the duties of this job, the employee must regularly sit, talk, listen, and respond. While performing the duties of this job, the employee is regularly required to sit; use repetitive wrist, hand and/or finger movement; reach with hands and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision, distance vision, precise hand-eye coordination and the ability to identify and distinguish colors. Occasionally, the employee may lift up to 50 pounds, such as, to lift files, papers, and equipment. The foregoing is not an exclusive list and the employee may be required to exceed the minimum physical demand specifications should the safety and security of students and staff be compromised.

The above physical demands are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. The noise level in the work environment is usually at a moderate level with frequent interruptions. The employee continuously interacts with staff and the public. Travel may be necessary to various District buildings and/or sites. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties.

The information contained in job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job related duties as requested, subject to all applicable state and federal laws.