Administrative Assistant to Principal

TITLE: Administrative Assistant to Elementary School Principal

QUALIFICATIONS:

1. A High School Diploma, GED, or equivalent
2. A High degree of proficiency in office procedures.
3. Must be proficient in computer keyboarding (minimum 60 w.p.m., preferred)
4. Must possess excellent telephone customer service skills
5. Must be proficient in office software, including but not limited to Microsoft Word, Excel and Outlook
6. Must demonstrate confidentiality in the workplace, including student records.
7. Must possess the ability to file both electronic and paper documents.
8. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

REPORT TO: Building Principal

JOB GOALS:

To provide clerical services to maintain an efficient, effective, and well-organized office. Create goodwill and understanding on behalf of the principal and staff.

PERFORMANCE RESPONSIBILITIES:

1. Serve as a receptionist for the school
2. Greet all visitors
3. Initialize and verify enrollment
4. Answer telephones and deliver messages for staff personnel as related to business matters.
5. Assist the general public with information.
6. Correspondence, forms
7. Prepare principal's letters and correspondences as directed.
8. Prepare school newsletters and communications to parents as directed.
9. Maintain files for all records, reports, and communications.
10. Enter and submit summer requisitions.
11. Process POs for payment
12. Daily collection and reconciliation of all money collected within the school;
13. Prepare mail for pickup by courier.
14. Handle emergency situations as needed.
15. Administer first aid to students; call emergency squad when conditions warrant; call parents of sick children; dispense medications to students.
16. Maintain building inventories.
17. Requisition supplies for the following year and distribute them.
18. Distribute and collect free/reduced lunch applications. Maintain and update the list.
19. Maintain and update a list of overflow and open enrollment students.
20. Perform other duties as assigned by the principal


SPECIFIC DUTIES:

1. Maintain all records for incoming and withdrawing students.
2. Entering Students
3. Prepare cumulative folder for teacher. Process Request for records.
4. Process registration papers
5. Process new transcripts; route to the teacher and the nurse
6. Withdrawing students
7. Process withdrawal forms to receiving school.
8. Update cum folder with current grades, immunizations and attendance, securing delinquent library books and textbooks.
9. Collect unpaid fees/fines; place unpaid fee/fine slip in cum folder.
10. Prepare and process payroll bimonthly, to include payroll cards and consolidation sheet for payroll office. Distribute paychecks to staff.
11. Disseminate mail - incoming and outgoing
12. Administer medications
13. Process tardy students
14. Manage discipline referrals made to the office until the discipline issue can be addressed.
15. Field staff request
16. Notify the cafeteria of late arrivals
17. Copy emergency communications
18. Handle routine maintenance on all office equipment and call for repairs when necessary.
19. Generate ID cards and replacements.
20. Input student attendance daily by the appropriate time.
21. Manage staff attendance and send absence logs to the payroll office.
22. Handle all deposits and pay ins.
23. Print report cards and interim reports
24. Manage emergency card data.
25. Type/produce programs for special events, attendance forms, daily lunch forms, field-trip permission forms, student releases, citizenship reports, dress code, health and emergency information as needed.
26. Process kindergarten screening materials, packets and all required documents for kindergarten students. Schedule for class; prepare assignment letters to parents; prepare bus list for transportation office including any new riders after the opening day.
27. Route and or file student psychological referrals, IEPs, etc.
28. Distribute materials to teachers (e.g. directory, calendar, attendance register, in-service materials, etc.)
29. Prepare class rosters for teachers. Keep enrollment count.
30. Complete/return standard Welfare Department forms.
31. Assist principal with building use for community events. Keep custodians informed.
32. Prepare student retention letters to parents.
33. End of the year assignments
34. Assist principal with teacher checkout
35. Produce placement and failure list
36. Prepare/mail student chronic attendance letters
37. Assist principal in setting up classes for the coming school year.
38. Apply attendance stickers to cum folders for all students.
39. Prepare placement/failure list
40. Stuff/mail grade cards

ADDITIONAL WORKING CONDITIONS:

• Occasional exposure to blood, bodily fluids and tissue.
• Excellent observation and communication skills
• May perform strenuous tasks, such as lifting, when working with students.
• Assisting students with behavioral/management needs
• Frequent evening and/or weekend work

EVALUATION:

Evaluation of this job will be evaluated annually by building principal in accordance with provisions of the Board’s policy on Evaluation of Professional Personnel and provisions of the collective bargaining agreement.