Long Term Substitute - Administrative Assistant

Wilmington Public Schools; Wilmington (MA); On-site; USD 22,000 - 26,000; Full time

Job summary

Wilmington Public Schools in Wilmington, MA seeks an Administrative Assistant to provide high-level secretarial and operational support to the Principal, coordinating duties to ensure efficient office operation.

The role includes receptionist duties, calendar management, data handling, and collaboration with district staff to support daily school activities in a busy middle school environment.

Qualifications

• High school diploma or GED required; two years of related experience preferred.
• Experience with middle school office operations is a plus.
• Strong written and verbal communication skills.

Responsibilities

• Provide receptionist and secretarial support to Principal and office staff.
• Manage school calendar, mail, appointments, and scheduling.
• Maintain student data, including enrollment and attendance records.
• Assist with payroll time sheets and budget-related processes.
• Order supplies and process requisitions and purchase orders.
• Coordinate events (open houses, concerts, awards).
• Maintain confidentiality and handle sensitive information.

Skills

Communications

Organizational skills

Customer service

Data management

Independent work

Education

High school diploma or GED

Bachelor degree preferred

Tools

Microsoft Office

Google Docs

Aspen

SoftRight

Job description

Long Term Substitute - Administrative Assistant

Wilmington Public Schools Wilmington Middle School - Wilmington, Massachusetts Open in Google Maps

Job Details

Starting Date: Immediately

Job Description

SUMMARY: The Administrative Assistant provides a high level of secretarial, administrative and operational support to the Principal by coordinating, overseeing and managing an array of ongoing duties to ensure the efficient operation of the school office.

• Provide receptionist and secretarial support to Principal and main office administrators, including taking and responding to messages, filing, copying, entering and managing school calendar, managing incoming mail and assisting with appointments when necessary.
• Provide general office support as necessary to ensure smooth flow of daily operations of the school to include managing student data, i.e. student registration, transfers, withdrawals, attendance and demographic updates.
• Support and assist district security procedures per the collective bargaining agreement.
• Assist building administrators with organization of building events, such as open houses, picture day, school concerts and awards ceremonies.
• Possess knowledge about school and district activities, district policies and regulations and other information necessary for the functioning of the office.
• Assist Principal and Assistant Principals with coordinating beginning and end of year processes for opening and closing school each school year.
• Order all school, office supplies and miscellaneous items for school as needed by principal. Create and submit requisitions and approved purchase orders to Accounts Payable.
• Track and submit weekly payroll time sheet to the Payroll department.
• Assist with the end of school day dismissal by communicating with guardians if necessary.
• Enter data from Facility Permit Request form into SchoolDude.
• Assist with coordinating and requesting maintenance of office related equipment as needed.
• Maintain a high level of confidentiality.
• Perform all other job-related duties as assigned by Principal and Assistant Principals within reason of expectations of the Middle School Administrative Assistant Schedule A role.

Position Type: Full-time

Salary: $120 to $140 Per Day

Job Categories:

• Support Staff > Administrative Assistant
• Support Staff > Clerical
• Support Staff > Secretary

Equal Opportunity Employer

Notice of Non-Discrimination
All educational and non-academic programs, activities and employment opportunities at Wilmington Public Schools are offered without regard to race, color, sex, religion,national origin, ethnicity, sexual orientation, gender identity, homelessness, age and/or disability, and any other class or characteristic protected by law.

Job Requirements

• QUALIFICATIONS:
• High school diploma or general education degree (GED)
• A minimum of two (2) years of relevant experience to include middle school experience (school office setting)
• Possess knowledge of computers for word processing, data management, information retrieval, telecommunications and database and spreadsheet programs, including but not limited to, Microsoft Office suite, Google Docs, Aspen, and SoftRight.
• Good knowledge of spelling and grammar of the English language
• Ability to communicate clearly and effectively, both orally and in writing
• Ability to work independently and exercise good judgment to support daily functions
• Excellent customer service skills
• Demonstrates strong organizational skills
• Ability to establish and maintain positive interpersonal relationships and work collaboratively
• At least 2 year(s) of relevant experience preferred.
• Bachelor degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Brian Caira , Principal
• 25 Carter Lane
• Wilmington, Massachusetts 01887
• Phone: [phone]
• Fax: [phone]
• Email: [e-mail]