Administrative Assistant - Sanford Middle School (1079)

ServingSchools; Sanford (ME); On-site; USD 28,000 - 38,000; Full time

Job summary

ServingSchools is seeking a School Administrative Assistant (Year Round) to provide clerical, secretarial and administrative support to school administrators at the site level. The role involves handling notices, meeting planning, calendar management, budget assistance, and communications with students, parents and staff.

The position requires strong computer skills (Word, Excel, PowerPoint, Outlook, Google Suite) and a proven ability to maintain confidentiality, organize tasks and manage time

Qualifications

• High school diploma required plus strong clerical skills.
• Proficiency with Word, Excel, PowerPoint, Outlook and Google Suite.
• Ability to maintain confidentiality and handle sensitive information.
• Strong organizational and time-management abilities.
• Effective verbal and written communication, and customer service demeanor.

Responsibilities

• Prepares, copies and distributes notices and memos to inform staff of activities and events.
• Assists in planning and scheduling school events and maintains event calendars.
• Maintains documents, files and records for up-to-date reference and audit trails.
• Prepares purchase orders for the district’s accounting/finance office.
• Maintains inventories of supplies to ensure items are available.
• Greet visitors, answer phones and provide information with professionalism.

Skills

Communication skills

Organizational skills

Time management

Confidentiality

Problem solving

Teamwork

Education

High school diploma

Shorthand speed writing desirable

Tools

Word

Excel

PowerPoint

Outlook

Google Suite

Internet

Job description

School Administrative Assistant (Year Round)

Pay Range: $20.26-27.75/hour

Position Purpose

Under the direct supervision of the principal or other administrator, and as assigned by the School Executive Secretary, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

School Administrative Assistant (Year Round)

Pay Range: $20.26-27.75/hour

Position Purpose

Under the direct supervision of the principal or other administrator, and as assigned by the School Executive Secretary, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions

• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
• Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepares purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Assists visitors to the office, including students, parents, substitutes teachers, and others.
• Answers telephone calls, and provides information and assistance to callers with proper etiquette, professionalism, and tactfully manages sensitive information.
• Distributes incoming mail appropriately; sends outgoing mail.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
• Prepares quarterly honor roll reports for all grade levels and make student certificates for school counselor distribution.
• Prepares annual report card/progress report calendar for staff indicating due dates for grading per quarter. Prints out report card and progress reports for distribution quarterly.
• Prepares and sends truancy and attendance letters monthly.
• Prepares annual fiscal year budget including working closely with department heads for classroom needs. Assists principal and central office with budget requests and reporting.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note:

The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone, intercom, and walkie talkies.

Travel Requirements

Limited travel to and from meetings may be required.

Knowledge, Skills And Abilities

• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail, Google Suite).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments.

• See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.

Typical Qualifications Would Be Equivalent To

• Graduation from high school.
• Some Shorthand or speed writing skills desirable.
• Successful experience with office management preferred.

FLSA Status: Non-exempt