Administrative Assistant – Middle School (Principal)

Class Title: Administrative Assistant Middle School (Principal)Classification: Twelve (12) Months 8 hours per dayDepartment: Middle SchoolImmediate Supervisor: PrincipalCLASS DESCRIPTIONUnder the direction of the Principal the Administrative Assistant assists with daily office duties and helps ensure the smooth and efficient operation of the school. This position records and maintains all school finances and assists with substitute assignments and related activities. This position requires a thorough knowledge of all school functions procedures and applicable district and school rules regulations and policies. Supports administrators and works cooperatively with school staff students parents and visitors.ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Perform general receptionist and administrative duties in the main office including but not limited to typing correspondence making copies sorting and distributing daily internal/external mail answering phone calls taking messages and responding to basic inquiries.
2. Maintain and record all school finances (e.g. sports band chorus field trips Principals account etc.). This includes but is not limited to reconciling checkbooks making bank deposits making payments to vendors and tracking balances for each department and/or group.
3. Serve as the first point of contact when visitors enter the building. Meet and interact with the public and employees in routine situations that require courtesy tact and discretion. Sign in and maintain visitor and student dismissal logs. Direct visitors to the appropriate person as required.
4. Type and place purchase orders with vendors and/or through the Business Office for various departments as needed.
5. Verify Aesop reports for accuracy daily and assist with assigning substitutes or class coverage as needed.
6. Maintain staff emergency contact and personal information.
7. Create and run reports as needed for administrators and staff.
8. Monitor school and office supply inventory as needed.
9. Maintain legal files regarding custody conflicts restraining orders etc.
10. Maintain a list and update the calendar for use of public building requests. Verify requests with the Administration Office and monitor any potential event conflicts with school or other events.
11. Maintain and update the school event calendar for both student and principal/staff events (e.g. faculty meetings).
12. Perform various duties related to the opening of school including but not limited to creating and distributing student forms handbooks enrollment forms lunch applications etc.
13. Perform various record-keeping functions for middle school sports programs.
14. Assist with school fundraising efforts: distribute brochures collect orders/payments and fill orders as needed.
15. Place Information Technology (IT) and maintenance requests as needed.
16. Exercise considerable discretion in the protection and release of confidential information and in the interpretation and administration of policies and procedures within guidelines set by the Principal.
17. Perform a variety of clerical duties involving routine matters.
18. Work collaboratively with the Assistant Principals Administrative Assistant sharing duties during periods of high office volume absences and other times as required.
19. Create organize and update teacher schedules to complete substitute teacher schedules on a daily basis.
20. Assist with recording keeping and communicating coverage to staff each morning.

KNOWLEDGE SKILLS AND ABILITIES

• Knowledge of administrative assistant practices and procedures.
• Ability to handle confidential and sensitive information with complete security.
• Ability to proficiently operate office technology and equipment (e.g. computer systems calculator telephone system fax copier etc.).
• Ability to learn and proficiently use various school-related systems and databases.
• Ability to proficiently use computer programs such as but not limited to Word and Excel.
• Working knowledge of district and school rules regulations and policies applicable to the area of assignment.
• Ability to work effectively with district personnel administrators and vendors.
• Ability to communicate effectively both verbally and in writing.
• Ability to multitask and prioritize work to meet strict deadlines.
• Ability to handle difficult in-person situations and telephone inquiries with courtesy tact and professionalism.
• Ability to read write and speak English proficiently.
• Proficiency with computers.
• Good basic math skills.
• Detail-oriented with good organizational skills.

MINIMUM QUALIFICATIONSEducation and Experience (Required):

• High school diploma or GED equivalent or graduation from a technical/trade school.
• At least two (2) years of administrative assistant experience.

Additional Requirements:

• Must be at least 18 years of age.

PHYSICAL DEMANDSThe physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee must be able to work in a variety of physical positions including sitting bending stretching and walking. The employee is regularly required to talk and/or hear. The employee is frequently required to use hands handle or feel. The employee must be able to perform physical activities such as but not limited to lifting and/or moving light objects up to ten (10) pounds and occasionally lifting items slightly over ten (10) pounds. The use of a step stool may be required to reach the top drawer of a filing cabinet as necessary. Specific vision abilities include close vision.WORK ENVIRONMENTThe work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is exposed to noise levels normally found in an office and school duties listed above are intended only as illustrations of the various types of work that may be performed and are not a comprehensive listing of all functions and tasks performed by positions in this class. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position.

Required Experience:

Junior IC