Administrative Assisant

**Administrative Assisant - Lincoln School K-8**

People of color are strongly encouraged to apply.

**Primary Purpose**

Under the general direction of one or more administrators, provide administrative, secretarial, and public relations support, field inquiries, resolve routine procedural issues, handle correspondence and accounting responsibilities, and contribute to the smooth operation of the district, the school/department, and the social well-being of the Lincoln Public School community. The Lincoln Public Schools serves students PreK through Grade 8.

**Contractual Relationship**

Supervising administrator(s): Central Administrator or Principal, Coordinator, Director

**Responsibilities**
- Provide administrative, secretarial and clerical support to administrators and their schools/departments. Process and maintain accurate files for the department or school campus.
- Effectively use multiple databases, computer systems, security portals for state reporting, and software, including maintaining student management systems.
- Develop, maintain, and run requested reports that illustrate and support analyzing data that department issues or uses for decision making.
- Assist administrators with the development and management of budgets, research and assemble improvement initiatives for the department, and other work as assigned.
- Financial Management and Support: monitor, maintain, and execute necessary budget transfers, requisitions, and account reconciliations for General Fund, Revolving Fund, Grant Funds, and Student Activity Accounts that are under the responsibility of the Principal or school based administrator (e.g. METCO). Below is an illustration of the minimum requirements:

- Run monthly reports from Financial Management System to verify, reconcile, monitor expenditures and provide budget projections as required;
- Advise administrator of account balances and specific issues or concerns;
- Ensure timely submission of employee time Proof payroll time sheets for approval by administrator. Submit approved timesheets to Business Office;
- Interact with vendors and contracted providers supplying goods and services to the district and schools;
- Process requisition requests and purchase orders, confirm receipt of materials and services, oversee distribution of supplies and materials;
- Track and monitor open purchase orders, and prepare purchase orders for payments;
- Resolve billing issues;
- Coordinate yearly supply "bid list" items; and
- Develop, manage, and advise administrators on proper purchasing procedures.
- Record and track staff attendance and work with the administrator to ensure staff positions are covered.
- Draft, prepare, proofread, and disseminate communications and publications for parents, staff, students, and community, as directed.
- Resolve routine issues and answer questions within the scope of authority or with direction from the administrator.
- Maintain confidentiality of student and employee information.
- Registration and enrollment support to new families
- Assist with kindergarten enrollment process including orientation, screening, gathering transition reports and PK records, tracking enrollment
- Manage Principal’s office including calendar, materials for meetings and PD, staff and family communications, attendance tracking
- Financial Management and Support: monitor, maintain, and execute necessary budget transfers, requisitions, and account reconciliations for General Fund, Revolving Fund, Grant Funds, and Student Activity Accounts that are under the responsibility of the Principal or school based administrator (e.g. METCO)
- Perform other related duties as assigned.

**Qualifications**
- High school graduate, college degree or equivalent work experience preferred.
- Strong organizational skills, including but not limited to establishing and maintaining electronic and paper filing management systems.
- Experience in school, municipal, non-profit settings, or relevant office management experience.
- Demonstrates strong quantitative, interpersonal, and written and oral communication skills.
- Ability to interact effectively with staff, parents, and the public using a variety of customer service skills.
- Ability to lift 25 pounds.
- Understands and uses sound judgment and discretion with confidential matters of the department/building.
- Ability to work in a fast-paced environment, manage and organize multiple projects at once, handle frequent interruptions, and shift and re-prioritize, as needed.
- Demonstrate self-initiative and ability to work independently.
- Strong critical thinking, analytical, and problem-solving skills.
- Ability to reflect and consider options and proposals for process improvement for routine and cyclical tasks or operations. Communicate ideas for departmental improvement and efficiencies to administrators.
- Timely and frequent communication with administrators regarding essential information related to projects, personnel, or issues that