Principal's Administrative Assistant; Chestnut Street Academy

Job Title: Principal's Administrative Assistant

Supervisor: Principal

Contract Length: Full Year

Job Classification: Non-exempt

Pay Grade: H

The Principal's Administrative Assistant supports the Principal in planning, organizing, and managing school activities and programs. The role coordinates and tracks tasks to ensure smooth daily operations. The assistant represents the school to students, parents, guardians, visitors, community members, and vendors, displaying a high degree of professionalism. Due to the busy environment and varied responsibilities, the position requires adaptability, multitasking, and the ability to work independently and collaboratively with staff.

• Maintain administrative schedule for parent or staff meetings and other meeting requests.
• Facilitate meeting arrangements, coordinating space, time, attendees, and other logistics.
• Maintain databases for student and staffing record‑keeping.
• Use AESOP/Veritime to input data, monitor accuracy, reconcile, and generate reports.
• Coordinate coverage for staff vacancies and provide technical assistance (e.g., resetting student passwords).
• Utilize Powerschool for student information management, including address updates, emergency contacts, and lunch form data.
• Distribute student cumulative files and maintain up‑to‑date records.
• Process purchase orders in MUNIS and ensure accurate distribution of purchased materials.
• Advise accounts payable to ensure timely payments and maintain the school building budget.
• Maintain safety procedures, comply with court‑ordered parent/guardian requirements, serve as Safety Captain, and ensure walkie‑talkies are operational.
• Manage school correspondence, process mailings related to student records, distribute report cards and progress reports, and update families via Parent Square.
• Train new administrative employees and archive filing data.
• Advance cumulative files at year’s end and send transfers to destination schools.

• Greet and assist visitors; handle calls and emails.
• Administer technology and maintenance work orders.
• Cover the main office and support Main Office staff as needed.
• Collaborate with PGO on teacher and student grants.
• Oversee Principal Gift account and sub‑accounts, make PA announcements, and adjust the weekly bell schedule.
• Distribute computer accounts to new staff and assist with setup.
• Manage CORI forms and enrollment verification letters.
• Plan and organize the 6th grade Moving On ceremony, including translation services.
• Perform other duties as assigned.