Administrative Assistant, Long-Term Substitute

TYPE OF POSITION: Long-Term Substitute

DURATION: February 24, 2025 to end of the 2024-2025 school year

LOCATION: Primarily at George R. Martin Elementary School but may be required to float to Mildred H. Aitken Elementary School as needed

REPORTS TO: Building Principal

COMPENSATION: $17.93 per hour

Qualifications

To be considered qualified for this position, candidates must minimally have the following:

• Proficient computer skills* (e.g. Google Suites, Microsoft Suites.)
• Highly developed organizational skills
• Flexibility
• Ability to multitask
• Ability to work with multiple stakeholders
• Experience with Pearson Access Next preferred
  
  

RESPONSIBILITIES & ESSENTIAL FUNCTIONS which include but are not limited to:

• Keep a record of daily staff attendance.
• Maintain student attendance on a daily basis. Run attendance reports for report cards. Make daily calls to homes for unreported absences.
• Distribute and collect time sheets for weekly payroll. Maintain a log of absences, reasons and documentation. Complete payroll report to be submitted to Administration offices.
• Maintain substitute list and substitute payroll for Martin School.
• Keep a calendar of all events being held at Martin Elementary School after hours. Keep track of building usage forms for all events and collect any fees if necessary.
• Answer telephone calls with proper etiquette, take messages and/or direct calls to appropriate mailboxes.
• Maintain security of the building by buzzing in all guests after inquiring as to why they are there. Maintain a list of all visitors to the building and assign a visitor pass to each individual and to substitutes. Verify all calls from parents regarding student dismissal and check IDs when dismissing students through the office.
• Maintain a log of all legal/custody forms, legal documents and restraining orders
• Distribute and maintain records of school flyers, PTO flyers and flyers approved by the Superintendent. Maintain notice lists for individual and family distribution.
• Perform school level CORI tasks and verify all parents, friends or family members attending field trips or volunteering at school have a current CORI check on file with the Seekonk Public Schools.
• Order supplies for the main office. Maintain inventory for the main office and monitor the inventory for the school.
• Order supplies and maintenance for all copy machines in the building. Keep copiers and office equipment in the copy room and office ready for use.
• Maintain records of purchase orders. Unpack and verify contents of deliveries prior to distribution.
• Create and maintain files using Google Suites and or Microsoft Suites.
• Register all new students based on current enrollment and residency procedures and forward copies of all departing students.
• Post and distribute registration notifications for incoming preschool and kindergarten students.
• Maintain active student files. Print report cards/envelopes for all students.
• Compile and maintain class lists and up-to-date information on students in computer and on paper copies in binders and emergency crisis folder.
• Maintain and create pages on the Martin website, using Google Sites.
• Compile field trip rosters and retain school copy.
• Compile statistics for reporting. Run reports as required for Principal and Superintendent of Schools.
• Create and edit monthly Martin newsletter
• Distribute all incoming mail.
• Create all correspondences requested by the Principal.
• Monitor applications for the free and reduced lunch program. Calculate figures, obtain approval from the Principal, mail out decision letters and forward to administration.
• Maintain a schedule of appointments and make arrangements for all conferences and interviews.
• Perform duties requested by the Principal including tasks to support other staff.
• Perform computer skills.
• Perform accounting tasks pertinent to office operation.
• Any other duties assigned by the Principal/Assistant Principal.
• Maintains a professional relationship with students, staff, and families
• Work closely with the second office secretary to ensure there is consistent office coverage, both during the school day, and during the summer.