Main Office Clerical Assistant

Job Title: Administrative Assistant to the School Principal
Location: Assigned School
Job Group: Non Union
Reports to: Elementary Principal
Summary: Assists the Principal by performing special projects and receptionist, clerical/administrative duties.
Works in a busy and highly visible location dealing frequently with students, staff, and the greater school. Manages
confidential information and sensitive communications.
Essential Duties and Responsibilities:
1. Serving in a receptionist capacity by:
a. Answering the telephone, routing calls to appropriate persons, responding to routine questions, and
setting appointments.
b. Greeting, screening, and assisting visitors to the school; consistently interfaces with students, parents,
staff, and community members in an effective and helpful manner.
2. Provides clerical/administrative support to the Principal by:
a. Serving as a confidential secretary to the Principal. Prepares correspondence, maintains confidential
student/school files and records. May assist with school budget preparation and teacher class
schedules.
b. Processing incoming and outgoing mail, preparing and distributing flyers, bulk mailings, and
maintaining postage meter.
c. Filing, typing, copying, faxing, and maintaining phone and office equipment.
d. Maintaining calendars and schedules; coordinating updates and printing of school handbook.
e. Substitute monitoring and tracking: securing, placement, training, and recordkeeping.
f. Student attendance monitoring and tracking.
g. Assists teachers with Positive Behavior Interventions and Supports (PBIS), field trip coordination, and
special requests.
h. Serving as a liaison to school/community committees (i.e.: Parent-Teacher Organization).
i. Supporting school student transportation needs by resolving concerns with the Transportation
Coordinator and/or bus drivers.
j. Coordinating staff coverage for in-house meetings.
k. Dismissing students at the end of the school day.
l. Disseminating information to appropriate individuals on school activities, events, student and teacher
accomplishments, new staff information, and calendar.
3. Coordinates and/or participates in school safety procedures and protocols such as:
a. Maintaining security system and monitoring front door access.
b. Serving on school crisis committee.
c. Coordinating with Human Resources on intern/volunteer background checks.
d. Supporting monthly safety drills.
e. Responding to accidents and illnesses and administering medication, as directed by the school nurse.
4. Maintains information on the Student Information System (SIS), spreadsheets, and/or databases. Accesses
information as needed and compiles, maintains, and distributes reports such as:
a. School register, attendance records, grade reports/report cards, and school state-placed and tuition
student information;
b. Fall/Spring Census;
c. Maintains database information and school register;
d. Bi-weekly school payroll records; and
e. Financial records for interest accounts.
5. May perform other duties as assigned.
General Responsibilities: May oversee the work of others. Essential to the employee's successful job
performance is a demonstrated ability to work in a collaborative team environment.
Qualification Requirements: To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: High school diploma or equivalent, plus three or more years experience in general
office work and/or training. Associate's Degree in a related field is preferred.
Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write and routinely produce error free correspondence and simple
reports is required. Demonstrates active listening (maintains self-control while conveying empathy) and effective
interpersonal, oral, and written communication skills to maintain cordial and cooperative working relationships with
students, staff, parents, and the greater school community.
Mathematical Skills: Ability to calculate figures and amounts such as prices, discounts, interest, and percentages.
Must demonstrate an ability to apply basic math concepts and basic algebra.
Reasoning Ability: Ability to assess situations, solve practical problems, and deal with a variety of variables in
situations where standardization exists. Ability to interpret a variety of oral and written instructions and to maintain
confidentiality of information presented in various forms (written/oral) is essential.
Other Skills and Abilities: Proficient with Microsoft Office Products (Word, Outlook, Excel) and demonstrate an
ability to learn and utilize new database systems and software programs as upgraded. Must be self-motivated,
detailed oriented, organized, and highly focused to set priorities, manage time, and perform multiple tasks
simultaneously. Trained in Positive Behavior Interventions and Supports (PBIS). Must maintain confidentiality in all
aspects of job performance and perform duties with awareness of all district requirements, protocols, and Board
policies.
Emotional Demands: The individual must be able to work with others in a collegial and cooperative manner, model
best behavior, shows above average interpersonal skills, and follow directions of school leadership.
Physical Demands: The physical demands described here are typical of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations, as defined by the district,
may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit for prolonged periods, reach with
arms and use hands to handle papers, files, and to operate office machinery, or computers. The employee
frequently will talk and listen to others in person and over the phone and must be able to distinguish between
necessary sounds (alarms, phones, intercom, and voices) and unnecessary background noises. The employee will
frequently demonstrate the ability to see both near (such as to operate office equipment) and far/peripherally (such
as to monitor door access and traffic.) The employee is occasionally required to stand, walk, and carry items up to
40 pounds (such as lifting and moving boxes and office supplies). The incumbent must have the ability to maintain
composure and to manage multiple tasks while presented with many interruptions.
Work Environment: The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate, and the work is performed in an office environment.
Terms of Employment: As specified on the Memo of Agreement
Evaluation: Annually
Date Accepted: 5/22/2018 H. Rouelle, M. Trifilio, B. Coon and D. Young
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and the ADA Amendments Act of 2008 (P.L. 110-325),
which became effective on January 1, 2009 is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual(s) currently
holding this position and additional duties may be assigned. The Board reserves the right to waive the essential requirements contained in this job description.