Administrative Assistant II ES Principal

Job Title: Administrative Assistant II ES Principal

Wage/Hour Status: Non-Exempt

Reports to: Campus Principal

Pay Grade: Clerical/Technical 4

Dept./School: Assigned Campus

Date Revised: 06/17/2025

PRIMARY PURPOSE

Under moderate supervision organize and manage the routine work activities of a campus administrative office and provide clerical support for a schools administrative staff.

QUALIFICATIONS

Education/Certification:

• High school diploma or equivalent
• Associates degree preferred

Special Knowledge/Skills:

• Bilingual preferred
• Strong organizational communication customer service and interpersonal skills
• Ability to work as a member of a team maintain a positive office environment and exemplify professionalism
• Ability to follow oral and written instructions
• Ability to work in a multi-task environment with frequent interruptions and complete detailed assignments
• Ability to use computers and software including word processing databases and spreadsheets
• Knowledge of basic accounting principles
• Ability to set priorities and assist in meeting deadlines

Experience:

• Three years of clerical or secretarial experience preferably in public education

MAJOR RESPONSIBILITIES AND DUTIES

Records Reports and Correspondence

1. Prepare correspondence forms schedules presentations and reports as needed.
2. Maintain a daily teacher attendance log and records for substitute teachers.
3. Monitor and process personnel time records including leave requests and reports and submit information to central office according to established deadlines.
4. Maintain the school calendar of events.
5. Coordinate printing and dissemination of forms and guidelines for the beginning of the school year for staff and students.

Reception and Phones

1. Assist students teachers and parents as needed.
2. Receive incoming calls take reliable messages and route them to appropriate staff.

Files

1. Maintain physical and computerized files including mailing lists student records visitor logs and office communications. Prepare new files for the upcoming school year and organize past records for storage.
2. Update handbooks policy manuals and other documents as assigned.

Accounting and Inventory

1. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
2. Prepare and process purchase orders.
3. Receive store and issue supplies and equipment.
4. Prepare and make cash deposits for activity accounts. May be responsible for maintenance of activity checkbooks and ledgers.
5. Assist with coordination of faculty meetings and campus activities.
6. Assist with campus budget preparation.
7. Maintain inventory of fixed assets equipment and supplies.

Other

1. As assigned coordinate the acquisition of campus substitute teachers and aides; assist campus staff in working with the computerized substitute management program; and assist substitutes in acclimating to the campus.
2. Sort distribute or deliver mail and other documents.
3. Administer medication to students check temperatures and notify parents of student illness in the nurses absence.
4. Maintain confidentiality.

SUPERVISORY RESPONSIBILITIES

Monitor the work of campus secretaries and clerical aides.

EQUIPMENT USED

Personal computer printer multi-line phone system copier fax machine and calculator.

WORKING CONDITIONS

Mental Demands / Physical Demands / Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals.
Posture: Prolonged sitting; occasional bending/stooping pushing/pulling and twisting.
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching.
Lifting: Occasional light lifting and carrying (less than 15 pounds).
Environment: May work prolonged or irregular hours.
Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Required Experience:

Junior IC