Administrative Assistant to the Principal

PRIMARY FUNCTION

Serves as the main point of contact for coordination of school activities and administrative functions, serves as the administrative assistant to the Principal, and serves as the facilitator for the school/public being served in communicating information, problem solving, and material acquisition, cash handling and record keeping.

Administrative & Principal Support

• Executive Back-Up: Serves as the confidential secretary and administrative assistant to the school principal.
• Communications: Drafts school-wide newsletters, memos, emails, and official letters on behalf of the principal; prepares, updates, and sometimes delivers morning or afternoon school announcements.
• Calendar Management: Schedules appointments, parent-teacher conferences, and IEP/504 meetings for the school principal.
• Document Processing: Types, prepares, distributes, and files records, reports, correspondence, and mailings related to building functions and principal needs.
• Building Safety & Security: Monitors front door access and surveillance to maintain school security; conducts or assists with school fire drills and ensures strict adherence to good safety procedures; monitors the walkie-talkie station for real-time campus updates and security alerts; records, Operations & Finance file management; maintains school records and files for the building, principal, and related district requirements; Facilities Maintenance: Reports building issues promptly to the Maintenance Department via the IQ Reporting System; Financial Support: Works directly with the finance department to process purchase orders; Office Logistics: Operates standard office equipment and manages/prepares forms and requests needed by teaching staff.

Communication

• Communicates, collaborates, and cooperates with colleagues, supervisors, teachers, students, and community.
• Makes and receives telephone calls, takes messages, routes calls.
• Greets visitors, works with parents, professional and non-certified staff in a pleasant and efficient manner.
• Types, prepares, distributes, files records/reports, correspondence, mailings etc related to building function and principal needs.
• Orients substitute teachers.
• Processes attendance and reconciles AESOP database.
• Orders, processes, and maintains office materials and equipment by requesting PO requisitions.
• Serves as confidential secretary/administrative assistant to the principal.
• Administers medication according to policy and regulations in absence of the school nurse.
• Operates standard office equipment.
• Participates in in-service training.
• Works with finance department to process purchase orders.
• Schedules programs and field trips upon request of principal.
• Ensures adherence to good safety procedures.
• Prepares teacher needed forms and/or requests.
• Prepares weekly school newsletter and distributes.
• Collections: Collects various monies from teachers/staff and deposits into school account.
• Maintains school account.
• Reports daily student attendance and calls parent/guardian when student is absent.
• Reports frequent absences to principal and school counselor.
• Conducts/assists with fire drills.
• Maintains building door key information.
• Maintains front door access and surveillance.
• Maintains walkie-talkie station.
• Reports building issues to Maintenance Department via Bigfoot Reporting System.

Qualification Requirements

• To perform the duties of this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Education and/or Experience: High school diploma or general education degree (GED); one year related experience.