SL: Administrative Assistant to Elementary Principal - Lead, 6.5 hrs/day (school year)

Lead Administrative Assistant to Elementary Principal

Classification: TCCAPSA, Class VIIx

Status: School Year

Directly Reports: Building Principal

Location: Slver Lake Elementary

General Summary:

The Lead Administrative Assistant to the Elementary Principal works under the supervision of the elementary school principal and performs a variety of administrative tasks and duties, which often require independent judgment.

Duties and Responsibilities:

• 
  Office Management:
• Assist with supervision of administrative assistant and delegate work as necessary.
• Respond to the needs of staff, students, and school community as requested in the principal’s absence.
• Maintain a file system for all school records and reports, including student CA-60s.
• Operate and maintain standard office equipment, and schedule service calls.
• Sort and distribute mail.
• Communications:

• Greet and assist visitors, staff and students; answer telephones.
• Maintain the site web page and social media (Facebook page).
• Update and maintain building map and phone list.
• Compose and send weekly newsletter and other family and staff communications.
• Schedule meetings for principal and staff, and maintain public and internal calendars of school events.
• Organize fall and spring parent-teacher conferences.
• Assist with the distribution of information to the building staff.
• Coordinate with and support PTO activities.
• Registrar/Pupil Accounting/Student Record (Overview only - responsibilities may vary by building):

• Responsible for pupil accounting, including count day data collection and submission, daily attendance and record retention.
• Supports the building principal in the development and maintenance of class rosters and scheduling students in the appropriate sections/courses.
• Serve as site manager for state assessments (MSTEP, MIAccess, and WIDA) - roster students, order materials, print and prep test tickets, verify completion of tests for all eligible students.
• Enroll and unenroll students, verifying necessary documentation.
• Send and request CA-60s for outgoing and incoming students.
• Maintain accurate and current information on students immunization records and manage student roster in MCIR.
• Monitor and ensure accurate student attendance records (including ISS/OSS).
• Communicate with families and work with Truancy Liaison for excessive absences.
• Track Open Enrollment and School of Choice students.
• Enter student discipline reports and review those submitted by others for accuracy and completeness.
• Organize school tours, parent informational meetings, kindergarten round-up, and fall open house.
• Coordinate and prepare parental transportation changes, bus passes and new student transportation.
• HR & Guest Teacher Management (Overview only - responsibilities may vary by building):

• Assist with onboarding new staff.
• Monitor and review employee list in MIS
• Review timesheets for accuracy and submit to payroll.
• Review Ultratime for hourly staff and submit to the building principal for approval.
• Support and assist teachers with day-to-day activities.
• Coordinate daily substitutes for teacher and staff absences, and verify in WillSub.
• Act as substitute/teacher for classrooms, noon duty, recess and special education aides when subs are not available.
• Manage time-off requests of hourly staff.
• Purchasing and Accounts Receivable/Payable (Overview only - responsibilities may vary by building):

• Manage purchase cards, collect receipts from staff, and reconcile credit card statements.
• Monitor and verify accounting for building and individual teachers. Query related reports.
• Manage site budget at request of the building principal.
• Prepare purchase orders and requisition office and school supplies.
• Make deposits for class field trips and fundraisers.
• Manage petty cash.
• Student Health & Wellbeing:

• Work with the District Nursing Department to maintain current health care plans and medication authorizations.
• Distribute health care plans to teachers and staff.
• Complete accident/incident reports, administer first aid to injured an ill student, and also notify parents.
• Manage secure receipt and storage of student medication.
• Dispense medication and maintain accurate records according to prescribed schedule.
• Arrange medications for field trips, providing teachers with necessary instruction for administration thereof.
• Send a weekly Communicable Disease report to the Grand Traverse County Health Department and Nursing Department.
• Identify needs of students and work with the school social worker and Student Support Network to fulfill needs.
• Supervise students in the office, during school hours and before and after parent meetings.
• Assist students with conflict resolution and restorative practices.
• Facilities/Security:

• Schedule daily building facility use.
• Manage building security system-monitor locked doors and screen visitors for entry.
• Schedule electronic door access for all events.
• Assist with lockdown and other emergency situations.
• Monitor for and submit facility tickets, for needs throughout the building.
• Schedule buses for field trips.
• Tech Support:

• Provide technology support for teachers, students, and substitutes.
• Submit technology tickets for needs throughout the building.

Knowledge, Skills, and Abilities Required:

• College degree and/or previous relevant work experience required.
• CPR and First Aid certification preferred.
• Non-violent Crisis Intervention certification preferred or willingness to become certified.
• Advanced knowledge of computers and technology.
• Ability to type a minimum of 40 wpm accurately.
• Excellent organizational skills with emphasis on details and time management.
• Excellent public relations skills.
• Knowledge of math and accounting principles.
• Analytical ability necessary to gather and interpret data.
• Demonstrates proficiency in spelling, grammar, and information technologies.
• Dependable, reliable, and protective of sensitive/confidential information.

Physical and Mental Requirements:

• Must be able to report on a regular and consistent basis.
• Maintain consistent and punctual attendance.
• Duties include frequent walking and physical activity, as well as use of hands and arms for signaling and light lifting/carrying. Must have the ability to move about the classroom/building and school property, including bending, pushing/pulling, lifting, twisting, climbing, stooping, or crouching to complete work-related tasks with and without students.
• The ability to listen and effectively orally communicate information and ideas to a diverse population.
• Ability to effectively discern information and formulate appropriate action(s).
• Ability to critically think and provide appropriate solutions.
• Ability to work effectively and efficiently.

Environmental Conditions:

Incumbents work in indoor environments with moderate to loud noise levels. Duties may be completed in cold and hot temperatures, including work on slippery and/or uneven surfaces. Work environment includes working around students, school equipment, and office equipment.

Work Schedules:

Must be available to report during the school year consistent with the district’s school year calendar.

Background Checks:

The individual selected for this position will be required to pass a criminal history background check.