WW Administrative Assistant to Elementary Principal Lead, 8.0 hrsday (school year)

TCCAPSA (School Year) - CLASSIFICATION VIIx

Master Agreement

Contract Extension Agreement

TCCAPSA Benefits Summary- School Year

Lead Administrative Assistant to Elementary Principal

Classification: TCCAPSA Class VIIx

Status: School Year

Directly Reports: Building Principal

Location: Westwoods 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 principals 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. Tech Support:

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

Knowledge Skills and Abilities Required:

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

Physical and Mental Requirements:

1. Must be able to report on a regular and consistent basis.
2. Maintain consistent and punctual attendance.
3. 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.
4. The ability to listen and effectively orally communicate information and ideas to a diverse population.
5. Ability to effectively discern information and formulate appropriate action(s).
6. Ability to critically think and provide appropriate solutions.
7. 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 districts school year calendar.

Background Checks:

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

Required Experience:

IC