Administrative Assistant - School Year (0.8 FTE

Performs highly responsible administrative, secretarial, and public relations support to the Assistant Principal. Duties related to this position include a wide variety of responsibilities that include keeping the main office fully operational for students, parents, and teachers. Performs all other related work as required.

(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.)

• Provides administrative and secretarial support primarily to the Assistant Principal. Drafts correspondence, word process documents; compiles data and files reports including documents such as daily attendance reports, monthly calendars, and suspension/detention notices. Distributes all incoming mail and sorts and screens the Assistant Principal’s mail. Prepares mailings and assists with routine office questions.
• Provides public relations support to the main office. Serves as intermediary in greeting parents, children, and staff; resolves routine issues or answers question within the scope of authority. Directs school volunteers and visitors, answers telephones, provides accurate information to callers and takes messages when necessary.
• Assists Assistant Principal with administration of student discipline. Organises and tabulates discipline and detention reports; enters disciplinary infractions on database and prepares letters of suspension as directed. Mails discipline letters (tardy, attendance, suspensions, parking); enters discipline in Aspen and prepares copies for files and teachers.
• Handles miscellaneous duties such as preparation of the daily tardy and dismissal table; makes public announcements; handles lost and found and assists with miscellaneous bulk mailings. Assists probation officers making student visits.
• Updates 504 plan in Aspen; keeps track of meeting on spreadsheet and sends parent new copy of 504 with sign-off sheet and letter with self-addressed envelope.
• Performs daily attendance for the school and sends necessary reports to staff. Assists nurse on follow-up on absent students as needed. Analyzes and summarizes attendance data and notifies parents of attendance issues.
• Creates and updates student and staff schedules, class lists and schedules. Directs substitutes to classes and ensures there is sufficient teacher coverage of classes when needed, either with substitutes or Instructional Assistants.
• Back up for coordinating grades
• Back up for processing CORI forms, issues work permits, assignment of locks, lockers.
• Responsible for assisting with Fire Drills and Alice Drills; ensure that all students and faculty follow procedures and are accounted for during drills; provides Fire Department with student count.
• Assists with MCAS and other standardized testing, prints ticket for students testing, prepares attendance sheets, assigns testing room numbers, and proctors and provides reminder to students for retesting and mailing test scores home.
• Assists with varied events throughout the year.
• Performs similar or related work as required, directed or as situation dictates.

High School education; two years of business school or Associate’s Degree preferred; office administration, financial recordkeeping and automated office systems and procedures; 3 – 5 years’ related experience; or any equivalent combination of education and experience.

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.…