Clerk-Administrative Assistant To School Principal

Administrative Assistant to Principal

Reports to:

Campus Principal

Pay Grade:
Clerical Pay 5

Dept./School:
Campus

Days: 227

To ensure efficient operation of the campus administrative office and provide clerical services for the campus administrative staff.

Education/Certification:

• High School Diploma or GED

Special Knowledge

Skills:

• Knowledge in District purchasing procedures-familiarity with quotes, bids, approved vendors and discounts that are available through each vendor and how to enter in MUNIS appropriately.
• Knowledge in procedures for transportation trip requests.
• Thorough working knowledge of Smart Find Express to be assigned campus administrator.
• Thorough working knowledge of Employee Access and leave policies to be assigned campus approver.
• Thorough working knowledge of KRONOS system to be assigned campus administrator.
• Knowledge of end of year awards assembly processes, medals, reception, etc.
• Knowledge of Radios/chargers, Classroom Phones, Alarms/Bells, overhead speakers.
• Knowledge on key inventory.
• Knowledge of building uses policies and overtime for attending custodians.
• Trustworthiness to be approved check signer for activity fund.

Experience:

• Proficient typing, word processing, file maintenance skills.
• Effective organizational, communication, and interpersonal skills.
• Ability to use computer and software to develop spreadsheets, databases and do word processing.
• Knowledge of basic accounting principles.
• Skill and experience in all office procedures.
• Knowledge of classroom equipment-document camera, projector.
• Working knowledge of copiers and troubleshooting.
• Flexibility and skill in prioritizing tasks.
• Initiative to make necessary minor decisions or major decisions with assistance from administrators.
• Detailed oriented.
• Solution oriented-exceptional problem solving skills.
• Ability to remain calm and think clearly under pressure & maintain composure under stress.
• Deal effectively with complaints.
• Initiative to keep up with changing and new knowledge and processes.

• Principal
  • Provide clerical & technical support as needed.
  • Handle correspondence for principal and assistant principals.
  • Answer/screen all calls directed to principal.
  • Open and Process mail for principal.
  • Filing all leave forms, employee information and budget information.
  • Serve as campus notary public.
  • Give direction and information to visitors and students.
  • See that messages are delivered;
• Purchasing
  • Maintain a list of office supplies to be restocked & other instructional items such as planners, scantron, etc.
  • Enter requisitions for orders to be placed.
  • Maintaining physical log of campus accounts.
  • Maintaining a computerized log of campus accounts to balance with general ledger reports sent monthly.
  • Enter request for new budget into MUNIS with principal approval.
  • Having current working knowledge and updated information on policy changes regarding purchasing, accounting and finance, as needed.
  • Process list of items that faculty/staff (80-100 faculty/staff members) would like purchased.
  • Research vendors and discounts.
  • Review accounts for available balances for requested purchases (70+ accounts).
  • Follow up on receiving purchased items.
  • Receive incoming items and distribute accordingly ensuring accuracy-several times weekly.
  • Research lost or misplaced incoming purchases.
  • Balancing accounts with general ledger and reporting balances to principal on a regular basis.
  • Transfer funds as needed to cover unusual expenditures.
  • Request creation of new accounts (ex: student travel accounts).
• Employee Access
  • Prepare monthly payroll report signed by principal.
  • Enter faculty/staff leave in Employee Access.
  • Balance leave with Smart Find Express for weekly employee report.
  • Monitor leave balances and keep principal informed of decreasing balances.
  • Be assigned approver of all faculty/staff leave-ensuring matching of information on sub finder.
  • Provide weekly report of absences for faculty/staff to review and sign.
  • Research and correct any disputes on leave and be liaison for payroll on issues;
• Subs
  • System administrator for sub-finder troubleshoot with system issues or questions.
  • Enter leave for faculty/staff when requested to ensure coverage…