Administrative Assistant to the Building Principal

The Douglas Middle School is looking for an Interim Administrative Assistant to the Building Principal beginning on July 1 2025The Administrative Assistant Building Principal assists the Building Principal with duties and responsibilities associated with the efficient ongoing operations of the School with primary duties associated with maintaining student records general administrative assistance and bookkeeping support. Duties performed are designated to relieve administrators of office and routing responsibilities by organizing and participating in the overall school office administrative LABOR STANDARDS ACT (FLSA) CLASSIFICATION: This position is classified as STRUCTURE:The Administrative Assistant to the Building Principal reports to the Building Principal/Assistant : school diploma or GED required; Associates Degree or advanced training preferred; least three years of relevant experience required public school experience strongly preferred; is essential and critical; to perform detailed work accurately and in a fast paced environment within strict deadlines; with Microsoft applications particularly Excel Google Apps required; organizational problem solving interpersonal and communication skills; attention to detail and ability to work on multiple duties simultaneously; to work effectively and efficiently in a fast paced environment; to work cooperatively effectively and responsively with all constituencies within the school community as well as with parents and the public is essential; to maintain confidentiality; to adapt to changing work priorities; to work as part of a team in a busy office environment is essential to assuring that the overall work of the Principals office is done in an accurate responsive and timely manner; to communicate effectively both verbally and in writing; ability to handle stressful situations effectively; alternatives to the above qualifications as the Superintendent may find appropriateESSENTIAL DUTIES & RESPONSIBILITIES: visitors determine the nature/purpose of visit and arrange for their comfort and/or direct them to the appropriate destination; as the initial contact/resource person for the Principals office for the purpose of screening calls visitors scheduling and mail and to organize the flow of communication through the Principals office in an efficient and effective manner; screen record and direct incoming calls in accordance with school policy; and distribute mail and messages to the Principal staff and students; and expedite transmittal of outgoing correspondence for the Principal; prepare and distribute communications reports newsletters and other notices to parents; attendance and payroll time sheets for the building staff; a regular filing system as well as a set of locked confidential files and process incoming correspondence as directed; and maintain student records and ensure that they are updated regularly; and register all new students; accurate and updated records of student enrollment attendance tardiness and dismissals; an emergency notification system for contacting parents; in monitoring students who are sent to the office for disciplinary reasons; and enter purchase order requisitions to order supplies. Receive and maintain supplies as needed; with preparation of Principals office budget and assist with submittal of the building budget; to administrative details not requiring the immediate attention of the Principal; bookkeeping tasks associated with the specific building assigned by the building Principal for example: Student Activity Funds if applicable in compliance with DESE audit compliance guidelines the Douglas Public Schools Student Activity Fund Guidelines and Town of Douglas procedures; Preschool Program if applicable collection and tracking of fees reconciliation procedures; and other duties as Principals Budget for necessary transfers; remit transfer requests upon approval of the Principal to the Business Manager; all policies and procedures as directed pursuant to MA General laws School Committee Policies Building policies and other compliance guidance; internal and external customers and provide excellent customer service; duties or special projects as assigned by the Building WORKING CONDITIONS:Work is primarily sedentary and performed in an office setting. Work requires use of hands and fingers ability to handle and feel objects tools or controls. Occasional periods of walking bending stooping kneeling reaching and occasionally lifting up to 20 pounds may be required. Specific vision abilities required by this job include close vision and ability to adjust focus. The work may require occasional indistrict travel.