Administrative Assistant Temporary

Palm Glades Academy; Miami, Northern (FL, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Palm Glades Academy seeks a detailed administrative professional for full-time support roles in Miami, FL. You will assist the Principal with secretarial duties, manage mail and meetings, and coordinate events.

The role also covers HR/payroll processing, file maintenance, and basic financial tasks including accounts payable and vendor setup. Candidates should be organized and detail-oriented.

Responsibilities

• Provide secretarial support to the Principal and Assistant Principal.
• Manage mail, stamps, and supply requests; maintain filing and minutes distribution.
• Coordinate attendance at events such as Open Houses and Board meetings; take and post minutes.
• Oversee HR/payroll duties, including faculty lists, fingerprinting, and personnel records.
• Handle Accounts Payable, invoices, and vendor registrations; manage purchase orders.
• Assist in grant-related quotes and reimbursements; manage time and attendance.

Skills

Secretarial support

Minutes taking

Office administration

Accounts payable

Payroll support

Record keeping

Vendor management

Tools

MS Excel

SAGE Intacct

Microsoft Word

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Miami, FL, US

6 days ago Requisition ID: 1712

• Provides secretarial support to Principal
• Sorts and date stamps all incoming mail to Principal and Assistant Principal
• Maintains adequate supply inventory and processes supply request forms
• Mandatory attendance at all staff meetings
• Responsible for taking minutes and distributing same for all required meetings in a timely manner
• Posts mandatory notice for Board meetings
• Mandatory attendance at all Open Houses, Lottery, and other similar events
• Assign duties and supervise the work of clerical office personnel
• Coordination of personnel travel for professional development

HR/Payroll Duties

• Maintains updated faculty list
• Maintains up-to-date substitute list and provides same to faculty.
• Maintains updated list of terminated employees during school year
• Assist with new hire paperwork
• Follows up with fingerprinting for new hires
• Maintains teacher certification information
• Maintains updated personnel files in compliance
• Maintains filing system as well as set of locked confidential files.
• Process Out-of-Field Waivers and documents same on Excel spreadsheet
• Maintain Time and Attendance for non-exempt employees and approve final payroll report.
• Leave of Absence/FMLA - Act as liaison between employee and HR
• Workers Compensation Accidents/Incidents - Act as ongoing liaison between employee and HR until the incident is resolved/closed.

Finance Duties

• Handling of MSB software. Posting field trips and events for payment, invoicing students, providing payment reports and follow up for sports, clubs, events, Jeans Day and other student fees/activities with Sponsor individual. This includes inputting proper accounting codes for each fee.
• Maintains accurate information for Accounts Payable sending invoices to CSA for
• Handling of Principal Internal checking account, including submission of manual checks to CSA office for posting.
• Assisting in obtaining W-9 and vendor registration forms for new vendors, if
• Submission of employee expense reports to CSA for payment processing.
• Processing parent reimbursement/refunds, if applicable.
• Handling deposits for internal, operational, aftercare and food service account, if
• Handle PEX card compliance and receipt submission
• Create school purchase orders via SAGE Intacct and provide necessary information to support purchase orders.
• Support Principal to obtain quotes for grant requests, if necessary.
• Provide qualified teacher list for the Classroom Teacher Supply Program.

Overall

• Performs such other tasks and assumes such other responsibilities as the Director/Principal may from time-to-time assign.