Administrative Assistant to the School Principal

VACANCY NOTICE

2025 - 2026 School Year

April 10 2026

Walsh Intermediate School

Administrative Assistant to the School Principal

Title: Administrative Assistant to the School Principal
Work Year: 12-Month
Department: Walsh Intermediate School
FLSA Status: Represented Non-Exempt
Reports To: Principal
Salary Range: Level 4
Hourly Rate: $27.89 - $29.54

Position Overview:

The Intermediate School Principals Administrative Assistant provides comprehensive administrative and confidential support to the Principal of Walsh Intermediate School. This position performs complex secretarial organizational record-keeping and bookkeeping duties requiring discretion independent judgment and strong interpersonal skills.

The Principals Administrative Assistant serves as a central point of communication among students staff parents Central Office and external agencies ensuring efficient school operations and accurate management of records scheduling reporting and communications.

Key Responsibilities:

Administrative and Executive Support

• Organize workflow to relieve the Principal of administrative details.
• Screen telephone calls and correspondence requiring personal attention and prepare responses including confidential matters.
• Arrange meetings and schedule appointments for the Principal.
• Act as liaison with parents students Central Office staff and the public.
• Coordinate details for staff observations and evaluations; maintain confidential teacher and staff records.
• Transmit Principal directives and follow up to ensure compliance completeness and timeliness.
• Allocate work to secretarial and clerical staff as necessary.

Student Information and Interagency Coordination

• Interact daily with students and families in a professional and supportive manner.
• Coordinate confidential student information with agencies such as local law enforcement and the Department of Children and Families to ensure timely submission and receipt of required information.
• Maintain and process staff personnel information and submit required data to Central Office and other agencies.
• Prepare and submit authorized state Department of Education reports.

Scheduling and Academic Records

• Collaborate with faculty and staff committees to develop the school master schedule and student schedules.
• Coordinate collection of student faculty and facility information for schedule development.
• Prepare tentative and final schedules for administrative review and distribution.
• Maintain and adjust schedules throughout the school year as needed.
• Maintain and supervise school filing and database systems.
• Import and verify teacher grade and comment data for report cards; proof and process for distribution.
• Coordinate mailing of quarterly progress reports to parents and guardians.
• Monitor student grade data and inform the Principal of students requiring remediation.

Personnel and Attendance Records

• Maintain personnel records including attendance leave records professional staff days and workers compensation information.
• Maintain confidential staff evaluation forms and observation records.
• Submit weekly reports to Central Office regarding staff attendance and substitute utilization.

Event and Communication Coordination

• Coordinate graduation arrangements including ordering diplomas invitations tickets programs and awards.
• Organize and distribute daily Student and Faculty Bulletins.
• Coordinate opening day packets for teachers staff and students.
• Prepare school newsletters bulletins and related reports for distribution.
• Administer professional development requests and reimbursements.
• Organize and coordinate professional development sessions including preparing packets organizing small groups and prepping materials for activities.
• Coordinate arrangements for field trips and special school events.
• Manage and update school and digital communication platforms including social media to share timely information with parents and the community.
• Perform other duties as assigned by the Principal or designee.

Education & Experience:

High school diploma required with four (4) years of progressively responsible secretarial or office administrative experience;
OR Associates degree in Secretarial Science (or related field) with two (2) years of progressively responsible office administrative experience;
OR an equivalent combination of education and experience.

Prior school-based experience preferred.

Knowledge Skills and Abilities:

• Ability to apply principles of office management to solve practical problems and manage multiple priorities.
• Ability to interact positively and professionally with students parents staff and the public.
• Ability to maintain confidentiality and exercise sound professional judgment.
• Ability to interpret written oral and schedule-based instructions.
• Proficiency in Microsoft Word and Excel and ability to learn district and State Department of Education applications.
• Ability to utilize the district email system and related technology platforms.
• Ability to perform clerical accounting and bookkeeping functions accurately.
• Strong organizational skills and ability to manage diverse data files and records.
• Ability to manage situations requiring discretion where limited standardization exists.

Physical and Cognitive Demands:

Work in this classification is performed primarily in an office environment with routine and intermittent exposure to computer screens. The position requires repetitive motions associated with operating office equipment including keyboards calculators copiers and related devices. The employee may be required to lift and move light to moderate weights such as office supplies.

Visual acuity correctable to 20/20 and hearing correctable to within normal limits are required. Adaptive technology may be utilized as appropriate. The position may involve stress related to deadlines and interactions with students parents and the public.

Note:

The above description is illustrative of tasks and responsibilities. It is not meant to be all-inclusive of every duty performed in this position. Additional duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Start Date:Immediately After Filled
Open Until:April 24 2026

Interested candidates must complete the application online at

(Internal candidates should provide all the required information.)

Bilingual English/Spanish candidates encouraged to apply