Administrative Assistant to the Elementary School Principal

General Definition of Work
Performs direct administrative support assisting the Building Administrator with the effective operation of the elementary school office.  This position is executed with significant detail, attention to accuracy and precision.  The job also will require discretion and confidentiality.  Work is performed under the supervision of the elementary school principal.  

Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function 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.

Essential Functions
Performs “core” clerical and support functions that are characteristic and shared by any clerical staff member.

• Creates a welcoming environment that inspires collaboration and teamwork.
• Answers building/department/district phone(s)/lines and route calls to the appropriate department(s)/person(s) after determining the nature of the call. Delivers messages by placing them in the voicemail system.
• Serves as a resource for business machines in the office. 
• Sorts and distributes Administrator’s incoming and outgoing mail.
• Types routine correspondence, letters, forms, or materials provided by staff in draft form.
• Files forms, correspondence, lesson plans, letters, and/or documents in accordance with established office routines. 
• Sets up meetings and events at the Administrator’s request.
• Assists in preparing and assembling materials for newsletters, brochures, or Department/Administrator correspondence. 
• Assists other clerical/secretarial staff by providing them support in accomplishing their job duties in times of peak demand or to meet work priorities.

Performs clerical and record keeping functions that involve significant detail, attention to accuracy and precision in performing the tasks in the prescribed manner required.

• Organizes and manages appointment calendar and maintains the Principal’s schedule; makes appointments as appropriate.
• Assists Administrator with professional conference and course registrations.
• Assists Administrator with the creation and maintenance of the Student Master Schedule.
• Enters data into department files and records either hard copy of data files/records in District computer files/records (i.e.attendance, discipline, class lists, class schedules, etc.); assists other roles as needed.
• Enters and maintains registration information. 
• Enters data into the Employee Absences system and finds substitutes as needed.  Responsible for reconciling sub reports.
• Maintains campus system for student and family data; creates and maintains schedules in campus system. 
• Implements and assists the coordination of administrative operations and activities involved in grade reporting, report card generation, identifying midterm deficiencies, assembling honor rolls, state and district testing, and determining GPA. 
• Maintains data, records of all students, sets up new student files, files private student paperwork, secures files, organizes files according to district procedures. 
• Works with interpreters and other staff for scheduling needs during open house, conferences, etc. 
• Delivers intercom messages to the building for announcements and messages throughout the day.

Oversees monies for various program/building/district events.

• Verifies incoming profits for school activities, fundraisers, fines, fees or general accounts and prepares deposits when necessary.

Performs core financial accountability of school budgets:

• Manages purchase orders, supplies and materials and processes staff PO requests.  
• Notifies Principal of insufficient accounts.
• Understands financial protocol, reports and spreadsheet formats. 
• Assists in coding and reviewing bills for payment. 

Maintains and shares level of professional expertise:

• Attends training sessions, district in-services or staff meetings
• Assists in special projects, as appropriate
• Learns and is cross trained in other administrative and support functions within the department/program/building.

Coordinates/Administers programs and activities for the Elementary School including but not limited to: 

• Open House/Beginning of school registration

Performs other related duties within the scope of the Administrative Assistant to the Elementary School Principal as assigned or requested to contribute to the efficient operation of New London-Spicer Schools.

Knowledge, Skills, and Abilities

• Office management, business practices, files, and record keeping systems
• Proper language usage, grammar, and spelling
• Public relations
• Exhibit tact with information and communications received and given
• Understand and follow difficult oral and written instructions
• Change and adapt office procedures and details to changing needs and requirements
• Meet and work effectively with District officials, administrators, teachers, parents and the public.
• Ability to make arithmetic computations using whole numbers, fractions and decimals; ability to compute rates, ratios and percentages
• Ability to establish and maintain an effective working relationship with co-workers, students, parents, and elected officials
• Proficiency with Google products or the equivalent products
• Preferred but not required knowledge of Infinite Campus, Time and Management (absence/substitute program) and Minnesota Automated Recording Student Services (MARSS).

Education and Experience

• High school diploma or GED and moderate experience, or equivalent combination of education and experience.
• Any combination equivalent to an Associate’s of Arts degree in office management or business administration and some experience as a secretary to a key administrator is preferred but not required.
• Computer literacy is required.

Physical Requirements

This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 50 pounds of force; work regularly requires sitting, speaking or hearing, using hands to move, handle or feel and repetitive motions, frequently requires lifting and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms and pushing or pulling; work requires close vision, ability to adjust focus, depth perception and color perception; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work occasionally requires exposure to bloodborne pathogens and maybe required to wear specialized personal protective equipment and exposure to bodily fluids; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements
Valid Driver’s License

Rate of Pay:
$19.52/hour – Per Union Master Agreement