Administrative Support Specialist

5 days ago

Biddeford, Maine, United States Biddeford Schools Full time

About the Role:

Biddeford Schools is seeking a highly skilled and organized Administrative Support Specialist to join our team as a Long-Term Substitute Administrative Assistant at Biddeford Middle School.

Key Responsibilities:

  • Maintain a professional atmosphere and orderly work environment.
  • Greet visitors, staff, and students, and assist as needed with students.
  • Responsible for office tasks including answering phones, taking messages, giving directions, distribution of interoffice mail, reports, memos, records management, agendas, typing, copying, collating, scheduling, notifications website management, mail system and office equipment.
  • Manage clerical duties for office staff including scheduling appointments for guidance, typing, filing, and other clerical tasks assigned.
  • Oversee mail system and office equipment.
  • Coordinate all communication in guidance related to answering phones, visitors, electronic communication.
  • Manage enrollments and transfers, including preparing cumulative files for shipment to receiving schools, and archiving of records.
  • Support guidance and administrative staff with the management data system in order to input course sections and course selection.
  • Manage parent/student portal accounts and parent notification system.
  • Monitor attendance including Child Watch Attendance Calls, promotion/retention letters, tardies, and dismissals.
  • Manage Student Data System including attendance, dismissal, scheduling, discipline, fees, reports, Child Watch Attendance Calls, promotion/retention letters, etc.
  • Coordinate substitute teachers on a daily basis.
  • Supervise entry into the building when doors are locked.
  • Coordinate, monitor and communicate with transportation department for scheduled bus assignments and bus issues (including staff notification).
  • Maintain office equipment and building equipment such as printers, toners, fax machine, telephone system, etc.
  • Assist Principal with Finances including processing all purchase orders, supplies for school materials, equipment including payment of bills, filing of invoices, shipping and receiving, activity funds, writing checks for all teams and accounts, reconciling all accounts, managing petty cash and vending machines.
  • Enter fees for lost books, laptop repairs, library fines, and laptop insurance payments.
  • Manage enrollments and transfers, including preparing cumulative files for shipment to receiving schools, and archiving of records.
  • Manage & Coordinate facility usage with appropriate staff both internally and externally.
  • Upkeep lost and found room.
  • Serve as back up to school nurse to dispense meds (with proper training in accordance with policy JLCD).
  • Serve as back up to school nurse for processing on-line Workmans Compensation First Reports for their building and refer staff to current Workers Comp provider as needed.

Requirements:

  • High School Diploma or GED equivalent; Associates Degree preferred.
  • Previous secretarial training and/or experience including use of Microsoft Office applications, specifically Excel and Word.
  • Valid DOE fingerprinting certification.

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