Administrative Assistant to Principal

Glendale Union High School District; Glendale (AZ); On-site; USD 42,000 - 44,000; Full time

Job summary

Glendale Union High School District is seeking an Administrative Assistant to the Principal to support the principal and district office. The role includes performing secretarial duties, managing the calendar, handling communications, and coordinating payroll-related materials.

The position requires a high school diploma, strong organizational skills, and the ability to maintain confidentiality. Applicants must pass district tests and work in a busy school environment.

Qualifications

• High school diploma required.
• Ability to type efficiently and operate business machines.
• Knowledge of office procedures and confidentiality.

Responsibilities

• Maintains punctual and regular attendance.
• Performs secretarial and clerical duties for the principal and other administrators.
• Maintains the principal's appointment calendar.
• Receives and directs telephone calls to the principal's office.
• Oversees distribution of school mail.
• Maintains personnel files with confidentiality.
• Prepares reports, memos, and correspondence for administrators.

Job description

Position Description

Glendale Union High School District

Position Description

Job Title: Administrative Assistant to the Principal

Department: Local School

Reports to: Directly responsible to the Principal

Prepared by: Personnel Office

Prepared Date: 2015

Approved by: Cabinet

Approved Date: 2016

Term of employment: Twelve-month contract.

Salary: Salary as determined by classified Salary Schedule as approved by the GUHSD Governing Board.

(salary range $19.97 - $21.36)

Summary: The Administrative Assistant to the Principal shall perform all duties as assigned in order to foster a smooth and effective operation of the administrative office.

Essential Duties and Responsibilities: include but are not limited to, the tasks listed below:

• Maintains punctual and regular attendance.
• Performs secretarial and clerical duties for the principal and other administrators.
• Maintains the principal's appointment calendar.
• Receives and directs telephone calls to the principal's office.
• Oversees the distribution of school mail.
• Maintains control and records of all school keys.
• Reports absences and extra-curricular duty hours to payroll on a weekly basis for all local employees.
• Coordinates vacation and work schedules for support staff and administrators.
• Responsible for information regarding employee benefits and working conditions.
• Maintains a log of employee absences throughout the year.
• Maintains personnel files. Maintains confidentiality of personnel information to which access is given.
• Collects, prepares and distributes all materials required for personnel and payroll.
• Prepares all reports as directed by the principal and district office.
• Types reports, correspondence, and memos for administrators as requested.
• Collects, prepares, submits, and maintains Highly Qualified personnel files for all certified personnel and instructional assistants.
• Organizes procedures for directing and requesting substitute teachers.
• Locates, directs, and maintains log of non-compensated substitutes from the local campus.
• Orients and directs clerical employees where appropriate.
• Orders and maintains office supplies for school.
• Tracks "Principal" and local workshop budgets.
• Serves as Notary Public.
• Performs other duties as directed by the principal.

Supervisory Responsibilities: Supervises the office support staff.

Qualification: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of 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. Ability to type at a speed/accuracy determined by district standards. Ability to operate all business machines normally found in a school office and apply computer technology/software applications to administrative functions. Ability to relate with the administrative team, co-workers, teachers, students, parents, and the public. Knowledge of general office procedures and the skills necessary for supervision of the support office staff. High level of organizational skills needed. Must pass district-administered typing test, computer proficiency test, (formulate a letter, table and memorandum with no errors), and bookstore Math test (with 85% accuracy), and bookstore Math test (with 85% accuracy). Ability to respond appropriately to public inquiries and demands and to work efficiently under the pressure of numerous responsibilities and frequent emergencies. Employment/education history which reflects punctual and regular attendance. Such alternatives to these qualifications as the Superintendent may deem appropriate and acceptable.

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of parents, students or employees of the school system.

Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumferences, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Evaluation: Performance of this position will be evaluated in accordance with provisions of the Governing Board policy on evaluation of classified personnel.