Lead Administrative Assistant - Moore Middle

TrulyHired; Portland (ME); On-site; USD 38,000 - 46,000; Full time

Job summary

Moore Middle School is seeking a proactive Lead Administrative Assistant to support the school office under the principal's leadership. This full-year role performs varied administrative, secretarial, and data-management tasks in a welcoming, collaborative environment.

You will answer calls from families and staff, maintain confidential files, prepare meeting materials, support enrollment paperwork, manage supplies, and coordinate payroll-related forms.

Qualifications

• Administrative and secretarial duties in a school office.
• Handles high volume calls and inquiries from families and staff.
• Maintains confidential files and data management.

Responsibilities

• Performs administrative and secretarial duties to support Moore Middle School.
• Answers calls and inquiries from families and staff, routing as needed.
• Sets up and maintains confidential files and records.
• Prepares materials for meetings from drafts or instructions.
• Creates and assembles meeting materials and data.
• Maintains correspondence controls and follow-ups.

Job description

Lead Administrative Assistant (Full Year) - Moore Middle

POSITION OVERVIEW

Moore Middle School is looking for an energetic, skillful Lead Administrative Assistant to join our team and support the important work of a busy school office. Under the leadership of the school principal, this person will perform varied organizational, office, and secretarial work. After familiarization with terminology, procedures, and regulations, the successful candidate will be asked to exercise initiative by performing and following through independently on a variety of matters that require a strong understanding of the school and district as a whole. This position works collaboratively with students, teachers, and families to create a productive and welcoming office and school environment. This is a full-time, year-round position.

ESSENTIAL JOB DUTIES

• Performs various administrative and secretarial duties necessary to assist smooth functioning of Moore Middle School
• Answers a large volume of telephone calls and inquiries, from families and staff in an effort to resolve issues and/or takes messages, for appropriate supervisors and staff
• Sets up and maintains administrative and confidential files
• Prepares written materials from drafts, verbal instructions or independently
• Creates and assembles materials and data for meetings
• Maintains and follows up on correspondence controls assigned, due dates, reviewers, and signatures
• Maintains electronic data files of documents following established procedures for creating backup files, purging files, and storing files
• Supports the enrollment process and tracking of required paperwork
• Maintains and inventories all supplies for the office & classrooms
• Manages timesheets and leave forms and/or posts payroll
• Arranges for equipment service