Job Title: Admin Assistant - Principal

Wage/Hour Status: NonExempt

Reports to: Principal

Pay Grade:  PG 6

Dept./School: Assigned Campus

Date Revised:  8.7.23

Work Days:  226

Primary Purpose:

Ensure efficient operation of the school administrative office and provide clerical services for the school's administrative staff.

Qualifications:

• Education/Certification:
• High school diploma or GED

Special Knowledge/Skills:

• Proficient keyboarding and file maintenance skills
• Ability to use software to develop spreadsheets, databases, and do word processing
• Ability to maintain accurate and auditable records
• Knowledge of basic accounting principles
• Ability to follow verbal and written instructions
• Ability to perform a variety of tasks often changing assignment on short notice
• Effective organizational, communication, and interpersonal skills

Experience:

• 3 years secretarial experience

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1.  Prepare campus communications, correspondence, forms, manuals, reports, assist with purchase orders, and payment authorizations following district standards and requirements. 
2. Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit to the central office according to established procedures and deadlines.
3. Maintain a school calendar of events.
4. Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.

Reception and Phones

5.  Receive incoming calls, take reliable messages, and route to appropriate staff.
6.  Assist students, teachers, and parents as needed.
7.  Schedule meetings and appointments and maintain a calendar for principals.

Accounting and Inventory

8. Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.
9. Maintain inventory of fixed assets, equipment, and supplies.

Other

11.  Assist with planning, preparation, and setup of faculty meetings and campus activities.
12.  Sort, distribute, or deliver mail and other documents.
13.  Maintain confidentiality.
14.  Follow district safety protocols and emergency procedures.
15.  Sort  and distribute keys and fobs to campus personnel

Supervisory Responsibilities:

Monitor the work of campus secretaries and clerical aides.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

*Applicants for all positions are considered without regard to race, color, sex (including pregnancy, sexual orientation, or gender identity), national origin, religion, age, disability, genetic information, veteran or military status, or any other legally protected status. Additionally, the district does not discriminate against an applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminating employment practice.

In accordance with Title IX, the district does not discriminate on the basis of sex and is required not to discriminate on the basis of sex in its educational programs or activities. The requirement not to discriminate extends to employment. Inquiries about the application of Title IX may be referred to the district’s Title IX coordinator, to the Assistant Secretary for Civil Rights of the Department of Education, or both.