Executive Assistant

High School Administrative Assistant

Performs a wide variety of complex administrative and secretarial duties under broad supervision of the High School Principal. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. 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.)

• Serves as the Principal's primary liaison to ensuring all administrative and secretarial tasks are completed in a timely fashion; maintains the principal's schedule and communicates work priorities to other administrative assistants.
• Manages the budget with the principal developing the school year supply budget, inputs budget in MUNIS, monitors budget consistently through MUNIS and produces monthly budget reports.
• Manages and coordinates the teacher evaluation schedule for the principal.
• Maintains supplies/purchase orders which include inventory and coordinating purchases. Processes and tracks all purchase orders from ordering to delivery.
• Responsible for the Student Activities Checking Account, including deposits, paying bills, and fiscal reports for approximately 60 club/student organization's sub-accounts. Updates club advisors periodically.
• Monitors the online system eFunds (parents pay for varied school services through this fund). Responsible for setup of payment items, monitors student lists, reconciles fund monthly and runs reports as needed.
• Coordinates office workflow in particular facilitating special projects and works to utilize extra help as necessary for other departments.
• Facilitates both parent and staff meetings on several virtual platforms.
• Communication responsibilities include managing parent messages through Blackboard, Schoology, handling phone calls and updating staff, as necessary.
• Maintains school-wide calendar, calendar approval process and updates website.
• Works in conjunction with other support staff on bell schedules and ASPEN updates around calendar/bell schedule.
• Maintains and tracks student paperwork submission for all grade levels through ASPEN. Keeps track of 9th grade proof of residency submissions.
• Serves as the lead coordinator for organizing Graduation. Duties include appropriating funding for graduation expenses, contacting venue, securing transportation, parent, Central Office and School Committee communications, organizing student/staff information and organization for the day of the event.
• Maintains school-wide events calendar through Merrimack Valley.org. Updates calendar events and other items on the website.
• Manages the Punchard Grant in coordination with the Principal. Schedules annual Directors Meeting, distributes information for teacher grant submissions, organizes grant submissions for Punchard approval and processes requests to access funds.
• Administers weekly payroll for monitors, permanent substitutes, etc.
• Facilitates coordination of special projects including 8th grade Family Night, Freshman Orientation, Open House, etc. and provides administrative oversight of PAC events such as teacher appreciation days and faculty luncheons and coordinates parent volunteers for high school projects.
• Manages hiring processes through Neo Gov for the Principal and administrative team which involves initiating the hiring process, scheduling interviews, and completing paperwork for hiring.
• Prepares materials for new teachers
• Assists in the distribution of technology to students.
• Provides backup assistance for other office activities including attendance, parking, grades, awards, AESOP, events, etc.
• Performs similar or related work as required, directed or as situation dictates.

Recommended Minimum Qualifications:

Education, Training and

Experience:

High School education;
Associates Degree preferred; specialization in computers and 3 – 5 years' office experience and financial recordkeeping; or any equivalent combination of education and experience.

Knowledge, Ability and Skill:

Knowledge:
Thorough knowledge of office procedures, practices, and terminology. Knowledge of policies and procedures within a public-school environment. Working knowledge of laws and policies relevant to the school's work. Knowledge of state regulations as they pertain to the maintenance and distribution of student records.

Ability:
Ability to communicate effectively and tactfully with a wide variety of individuals including students, faculty, parents, and the public. Ability to work on multiple tasks with frequent interruptions. Ability to maintain utmost confidentiality with respect to student issues and other sensitive matters. Ability to understand and explain basic policies and procedures to students and parents.

Skill:
Superior administrative and secretarial…